Archives Assistant, G-5. UNOG, Geneva. Open until 11 April 2018

Posting Title:	Archives Assistant, G5
Job Code Title:	ARCHIVES ASSISTANT
Department/Office:	United Nations Office at Geneva
Duty Station:	GENEVA
Posting Period:	13 March 2018 - 11 April 2018
Job Opening Number:	18-Documentation and Information -UNOG-93573-R-Geneva (R)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                    

Org. Setting and Reporting

This position is located in the Library of the United Nations Office at Geneva. The Information Management Assistant reports to a Senior Officer or to a Unit Chief.

               

Responsibilities

Within delegated authority, the Information Management Assistant will be responsible for the following duties:

Archives and Records Management:
- Provides advisory services on record-keeping practices, including needs and business process analysis, assistance in the implementation of “paper smart” projects, and assistance in the implementation of the electronic document and electronic records management system at UNOG.
- Conducts end-user training relating to the electronic document and records management system at UNOG.
- Registers Section’s incoming and outgoing records in electronic record keeping system.
- Maintains Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
- Participates in records management projects in UNOG offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
- Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
- Satisfies requirements for the procurement, payment and inspection of goods and services using IMIS applications.
- Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Section database.
- Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzes retention schedules and precedents in support of disposition decisions.
- Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
- Oversees internal records retrieval, loan, reproduction and staff clearance operations.
- Supports external reference services by drafting routine responses to enquiries, including records reproduction transmittals, for approval of Unit Chief.
- Participates in maintaining the Section’s reference database.

Documents:
- Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
- Provides document delivery services as required.

General:
- Conducts research as requested by more senior staff.
- Provides relevant technical support to users of information services.
- Provides administrative support for the Unit and Section Chiefs and undertakes other duties as assigned.

               

Competencies

               

PROFESSIONALISM:
Knowledge of electronic record-keeping and relevant information systems. Sound knowledge of information management archives management, record-keeping and record disposition. Knowledge of records and archives physical preservation standards. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

ACCOUNTABILITY:
Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

CLIENT ORIENTATION:
Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

                

Education

High school diploma or equivalent. Training in archives and/or records management is desirable.

Work Experience

At least five (5) years of experience in archives, records management, electronic record management or related area.

               

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

               

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

Chief, Records Management, P-3. OSCE, Vienna. Open until 19 March 2018

Job Title Chief, Records Management Organization Name OSCE Secretariat Location Vienna Grade P3 Closing Date of application 19-03-2018 No. of Posts 1 Background The Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairpersonin-Office, and the participating States. It groups horizontal services such as Executive Management, Communication and Media Relations, Legal Services, External Co-operation, Security Management, Gender Affairs, Conference and Language Services, Central Records Management, and oversees the OSCE Prague Office. The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of Executive Management. The Records Management Unit (RMU), as part of the Office of the Secretary General (OSG), currently comprises four staff members who are responsible for registering official correspondence, overseeing the systematic transfer and destruction of records, handling reference requests, and developing record-keeping tools and resources. RMU also provides advisory services on record-keeping to all OSCE executive structures and actively promotes best practices in records management. Tasks and Responsibilities Under the direct supervision of the Director, Office of the Secretary General, the incumbent will perform the following duties: Developing, implementing and updating policies and procedures for OSCE records and information management across the Organization in accordance with best practices and standards; Proposing and implementing organization-wide record-keeping tools for the effective creation, receipt, distribution, management and storage of all records; Overseeing the retention and disposition of Secretariat records in accordance with the OSCE file plan and retention schedule, and OSCE’s security classification system; Advising on and co-ordinating transfer of archival records from the Secretariat and other OSCE executive structures to the Documentation Centre in Prague; Monitoring the use of the OSCE Electronic Document and Records Management System (EDRMS) and introducing refinements and improvements as needed; providing user support to the EDRMS Conducting training for OSCE staff on records management principles, practices and tools; Advising  OSCE executive structures  on OSCE records  management policy and practices, and supporting and assisting them during closure or downsizing; ensuring that the overall record-keeping function within the OSCE executive structures is in alignment with best practices and established procedures; Liaising with records management focal points across the Organization for all matters pertaining to records management; Identifying gaps in records management processes and co-ordinating internal working groups established for the purpose of improving records and information  management in the Organization; Promoting records management practices and initiatives within the Secretariat including developing awareness campaigns and organizing events; Developing work plans, assigning tasks and monitoring performance in the Records Management Unit ; developing and monitoring the expenditure of the Unit’s budget; Performing other related duties as assigned. For more detailed information on the structure and work of the Office of the Secretary General, please see: http://www.osce.org/secretariat Necessary Qualifications First-level university degree in records management, archival science or a related field; A minimum of six years of practical relevant experience with increasing responsibilities, preferably in an international organization or another multilateral environment; Practical experience in the implementation or use of document and or records management systems such as SharePoint and  Open Text would be desirable; Computer literate; Professional fluency in written and spoken English, including good communication, drafting and presentation skills; knowledge of other OSCE working languages would be an asset; Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities; Ability to work in a team and to establish and maintain effective working relationships with people of different national and cultural backgrounds. Required competencies Core values Commitment: Actively contributes to achieving organizational goals Diversity: Respects others and values their diverse perspectives and contributions Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles Accountability: Takes responsibility for own action and delegated work Core competencies Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment Planning: Works towards the achievement of goals in a structured and measured manner Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions Initiative-taking: Proposes and initiates new ideas, activities and projects Flexibility: Responds positively and effectively to changing circumstances Managerial competencies (for positions with managerial responsibilities) Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities Remuneration Package Monthly remuneration is approximately EUR 6,337 depending on post adjustment and family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System. Appointments are made at step 1 of the applicable OSCE salary scale. How To Apply If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Only shortlisted applicants will be contacted. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization. The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years. Please be aware that the OSCE does not request payment at any stage of the application and review process.

Archivist / Data Management Expert, P-3. OHCHR, International Commission of Inquiry for Mali, Bamako, Open until 13 March 2018

Posting Title:	ARCHIVIST / DATA MANAGEMENT EXPERT (Temporary Job Opening), P3 (Temporary Job Opening)
Job Code Title:	INFORMATION MANAGEMENT OFFICER
Department/Office:	Office of the High Commissioner for Human Rights
Duty Station:	BAMAKO
Posting Period:	07 March 2018 - 13 March 2018
Job Opening Number:	18-Information Management Systems-OHCHR-93811-J-Bamako (M)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                    

Org. Setting and Reporting

This temporary position is based in Bamako, within the International Commission of Inquiry for Mali pursuant to Security Council Resolution 2364. The incumbent will work under the direct supervision of the Coordinator of the Secretariat of the International Commission of Inquiry in Mali.

               

Responsibilities

Within delegated authority, the Archivist / Data Management Expert will be responsible for the following duties: Coordinates the recording and preservation of all information, documentation and evidence by the Commission, including interviews, documents and forensic material, in accordance with relevant standards and best practices. Assists in the drafting of procedures and methods of work regulating the acquisition and retrieval of records, and the sharing of information and evidence to facilitate and expedite fair and independent criminal proceedings. Advises the Secretariat of the Commission on the organization and storage of information and evidence, and the evaluation of records for preservation and retention. Liaises with the Secretariat members, and assists in receiving documents and photographs, electronically or in hard copy, as well as video material; provides advice and assistance in handling confidential material. Produces upon request, timelines, record summaries and related materials for Commissioners. Supervises the maintenance of the Commission’s database of records, ensuring its completeness and integrity, as well as the confidentiality and protection of the information. Performs other related duties as required.

               

Competencies

               

PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition in accordance with relevant standards and best practices. Knowledge of electronic data maintenance; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

 

COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

TEAMWORK: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise. Is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

               

Education

               

Advanced university degree (Master’s degree or equivalent degree) archiving, records or information management, forensic sciences, criminal justice, or related areas. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

               

Work Experience

A minimum of five (5) years of progressively responsible experience in roles related to archiving records/information management or evidence custodianship, including one year of experience working in an international court/tribunal or other international investigative body is required. Experience in records and evidence management, (in particular with criminal matters) is required.

                

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English and French is required.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

               

Special Notice

THIS TEMPORARY POSITION IS VALID UP TO 30 JUNE 2018 WITH THE POSSIBILITY OF EXTENSION, SUBJECT TO THE AVAILABILITY OF FUNDING. A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified. Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions. The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

               

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Information Management Officer, P-3. UNOG, Geneva. Open until 12 March 2018

Posting Title:	Information Management Officer, P3 (Temporary Job Opening)
Job Code Title:	INFORMATION MANAGEMENT OFFICER
Department/Office:	United Nations Office at Geneva
Duty Station:	GENEVA
Posting Period:	06 March 2018 - 12 March 2018
Job Opening Number:	18-Information Management Systems-UNOG-93650-J-Geneva (X)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                    

Org. Setting and Reporting

This position is available until 31 December 2018 and is located in the Institutional Memory Section (IMS), UNOG Library (United Nations Office at Geneva), . The incumbent reports to the Chief of Section, IMS/Library, with a secondarily line to ICTS (co-supplier).

               

Responsibilities

Within delegated authority, the Information Management Officer will be responsible for the following duties:

•Provides advisory services on record-keeping practices include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
•Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
•Conducts the deployment of Unite Docs, the Enterprise Document and Records Management System, throughout UNOG departments and offices starting with the Division of Conference Management, in liaison with the DCM main Focal Point, the UNOG Information Communication and Technology Services (ICTS) and the Office of Information and Communications Technology (OICT/UNHQ)
•Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
•Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems.
•Develops training materials and user manuals; trains staff in use of the record-keeping system assigned.
•Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records;
•Understands, keeps current with and applies preservation techniques and strategies for records in all media.
•Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
•Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
•Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
•Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
•Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
•Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
•Performs other related duties, as required.

               

Competencies

               

PROFESSIONALISM
Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

COMMUNICATION
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

PLANNING AND ORGANIZING
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

                

Education

Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science, business administration or related field. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree. Certification in project management (PRINCE2, PMP or equivalent) is desirable.

               

Work Experience

A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Experience with the implementation of an electronic document and records management system is desirable. Experience with training and change management is desirable.

               

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, Fluency in English and French is required. Knowledge of another UN official language is an advantage.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

               

Special Notice

• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

• The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

• Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.

• Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

               

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

               

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

Principal Documents and Records Management Officer. ADB, Abidjan. Open until 9 March 2018

Position title: Principal Documents and Records Management Officer

Grade: PL4

Position N°: 50001400

Reference: ADB/18/022

Publication date: 26/02/2018

Closing date: 09/03/2018

Country: Côte d’Ivoire

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Objectives

THE BANK:
Established in 1964, the African Development Bank is the premier pan-African development institution, promoting economic growth and social progress across the continent. There are 80 member states, including 54 in Africa (Regional Member Countries).  The Bank’s development agenda is delivering the financial and technical support for transformative projects that will significantly reduce poverty through inclusive and sustainable economic growth. In order to sharply focus the objectives of the Ten Year Strategy (2013 – 2022) and ensure greater developmental impact, five major areas, all of which will accelerate our delivery for Africa, have been identified for scaling up, namely; energy, agro-business, industrialization, integration and improving the quality of life for the people of Africa. The Bank is seeking to build a management team that will lead the successful implementation of this vision.


COMPLEX:

The President plans, supervises and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the African Development Bank and the African Development Fund. The President supervises several Departments and Divisions including Office of the President; Independent Development Evaluation Department; Integrity and Anti-Corruption Department; Compliance Review and Mediation Department; Secretariat to the Sanctions Appeals Board; Administrative Tribunal; Office of the Auditor General; Group Risk Management Function Directorate; General Counsel and Legal Services Department; Communication and External Relations Department; Ethics Office and Office of the Secretary General & General Secretariat.


THE HIRING DEPARTMENT/DIVISION:

The role of the Banks' Office of the Secretary General and the General Secretariat is to facilitate the delivery of the objectives of the Bank's Ten Year Strategy, High 5s, and Development and Business Delivery Model by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank. The Secretary General and the General Secretariat comprises: (i) the Office of the Secretary General which has the additional responsibility of managing the Records Management and Archives Section and the Corporate Governance Policy and Shareholder Relations Section; (ii) a Board Affairs and Proceedings Division; (iii) a Protocol, Privileges and Immunities Division; and (iv) a Conferences and Meetings Division.



THE POSITION:

Within the General Secretariat, the role of the Principal Documents and Records Management Officer is to:
-  Safeguard the Bank's institutional memory and to ensure the management of all archives, including documents of historical value and vital documents of the Bank Group.
-  Contribute to the development and implementation of the document management policy, and the collection, conservation, processing, communication and enhancement of the archives.
-  Establish and maintain in a centralised structure a classification system encompassing all types of Bank documents in a central location accessible to Bank officials and other users; and
-  Ensure the coordination of archive processing throughout the Institution.

Duties and responsibilities

The Principal Document and Records Management Officer is responsible for implementing the document management policy, and the collection, conservation, processing, communication and enhancement of the archives.
He /She will be in charge of the following main activities:



1.  Archival processing: safeguarding, filing, archival description, sorting, destruction, establishing inventory and the archive directory;
·  Develop, review and implement archiving policies and procedures in accordance with international standards for records and records management, ISO-15489 and ISAD (G).
·  Develop and implement classification plans and timelines for the conservation of Bank documents, in collaboration with other Bank units;
·  Developing identification tools such as compendia of the Bank's key documents (resolutions of the Boards of Governors and Boards of Directors, documents on the replenishment of the African Development Fund and the Bank's overall capital increase).
·  Implement an electronic document management system of the Bank according to its life cycle: active documents, reports, historical archives and key documents;
·  Analyse and index documentary resources including archives to be conserved
·  Ensure quality assurance of documents integrated in the DARMS system for easy access
·  Develop new management systems for semi-active and inactive documents that computerise operations performed at the pre-archiving centre.
·  Analyse and evaluate the archives according to their administrative, legal, historical and even vital values for the institution 
·  Coordinate the filing, indexing, digitisation and disposal of obsolete records with expired conservation periods
·  Determine collection procedures by ensuring that all semi-active and inactive documents are either transferred to the pre-archiving centre or eliminated 
·  Design, develop and update management tools 
·  Identify criteria for sorting and disposing of unnecessary documents 



2.  Coordinate with services that produce documents to be archived: advice, awareness-raising, training, development of payment procedures, internal use of information:
·  Advise organisational units on methods of managing their archives;
·  Advise users on how best to access archives through training and information sessions on the Bank's records management systems;
·  Collaborate in setting the conservation periods for their documents.



3.  Physical records management and administrative management of the Archives Section
·  Organise flows, control conservation spaces, preventive and mitigating conservation:
·  Coordinate and oversee the activities of the Section: (a) assessing staffing requirements, organising technical training as required; (b) estimating material needs for filing and archiving.


4.  Communication of archived information and documents:
Provide reference and information services on internal documents and archives of the Bank to all internal users: search the DARMS system to respond to user requests.



5.  Storage of electronic archives 
Set up a modern, robust and secure archiving program for all the Bank’s archives: archive document capture at the source (workstations), e-mail archiving, identification of reliable, adapted, long-term storage media.

Selection Criteria

Including desirable skills, knowledge and experience

1.  Hold at least a master's degree or equivalent degree or diploma in one of the following fields: Archival, Information Science or any other related fields; possess in-depth knowledge and practice in archival management; a qualification or knowledge of the law would be an added advantage;
2.  Proof of at least six (6) years of relevant experience in the field of records management and the Electronic Records Management System (EDRMS) 
3.  Experience in the private sector or an institution similar to the Bank would be an added advantage;
4.  Experience working in international, multicultural environments;
5.  Knowledge in setting up archiving procedures, ability to review and implement the Bank's archiving policy where appropriate;
6.  In-depth knowledge of integrated document management in general, management of institutional archives: processing, conservation, description and dissemination at internal and external levels.
7.  Ability to lead a team, good listening skills;
8.  Ability to develop effective interpersonal relationships, strong negotiation skills;
9.  Ability to cooperate, with authority, with other units of the Bank;
10.  Ability to work in a team, strong organisational skills and a meticulous worker
11.  Ability to communicate effectively in both written and spoken English or French with a good working knowledge of the other language;
12.  Proficiency in standard Microsoft software (Word, Excel, Access, Power Point); knowledge of SAP would be a plus.
THIS POSITION IS CLASSIFIED INTERNATIONAL STATUS AND ATTRACTS INTERNATIONAL TERMS AND CONDITIONS OF EMPLOYMENT.

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Apply for this position

To apply for this position, you need to be national of one of AfDB member countries.

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Applicants who fully meet the Bank's requirements and are considered for interview will be contacted. Only online applications submitted with a comprehensive Curriculum Vitae (CV) and copies of the required degrees will be considered. The President, AfDB, reserves the right to appoint a candidate at a lower level. The African Development Bank is an equal opportunities employer. Female candidates are strongly encouraged to apply. www.afdb.org

The African Development Bank Group (AfDB) does not ask for payments of any kind from applicants throughout the recruitment process (job application, CV review, interview meeting, and final processing of applications). In addition, the Bank does not request information on applicants’ bank accounts. The African Development Bank Group declines all responsibility for the fraudulent publications of job offers in its name or, in general, for the fraudulent use of its name in any way whatsoever.

Consultancy - SharePoint Content Analyst. UNICEF, New York. Open until 7 March 2018

Job Number: 511277 | Vacancy Link
Locations: Headquarters Locations: United States
Work Type : Consultancy

UNICEF works in some of the world’s toughest places, to reach the world’s most disadvantaged children. To save their lives. To defend their rights. To help them fulfill their potential.
Across 190 countries and territories, we work for every child, everywhere, every day, to build a better world for everyone.
And we never give up.

The Enterprise Content Management (ECM) project’s goal is to take a systemic approach that introduces and institutionalizes Electronic Content Management (including systems, policies, procedures, standards, guidance, and governance), providing improved document and records management and retention, improved search functionality, strengthened archives management, a new digital preservation capability, content reuse and re-purposing, and collaboration across UNICEF. The project also seeks to reduce risks, improve usability of tools, provide significant cost and time savings, enable new organizational capabilities and comply with several audit recommendations. These goals will be implemented in keeping with the organizational strategy and information management requirements of stakeholders in various business areas.


Purpose of the Assignment
The Content Analyst / consultant will be expected to provide SharePoint user experience, content management and website architecture expertise to scope, redesign, develop and implement the Division's online presence to ensure a consistent user experience/design across sites, in line with the approved communications strategy.


Reporting Structure
The ECM Senior Project manager will have day-to-day supervision of the SharePoint Content Analyst. The consultant will also be required to liaise with colleagues within the Division of Finance and Administrative Management (DFAM), the Enterprise Content Management (ECM) team, the Information and Communications Technology Division (ICTD), the Division of Communication (DOC), and other UNICEF Offices as necessary, to fulfill the objectives outlined below.


Work Location
The position is based in New York, USA. All-in daily rates should account for the cost of living, travel to and from the local duty station, insurance and related costs.


Duration of Contract
03 – 06 Months (with possibility of extension)


Key responsibilities

• Assist in redefining, developing and implementing an online SharePoint presence for DFAM.
• Lead the set-up and configuration of the new site(s).
• Provide website architecture expertise, encompassing technical, aesthetic and functional criteria, aligned with existing internal sites.
• Contribute to the content management and digital curation, resulting in the creation of a well-structured, intuitive end-user experience that is both visually engaging and dynamic.
• Apply Search Engine Optimization (SEO) as needed.

Deliverables
1. Strategic Planning and Project Support:

• Define, develop and implement bespoke online content for DFAM using the SharePoint Online platform.
• Advise UNICEF business users to leverage UNICEF's SharePoint based collaboration tools to address specific business needs with effective and efficient, value-added solutions.
• Support UNICEF business users of website and information architecture, information architecture and user requirements.
• Support SharePoint site owners with their customization requirements and site administration responsibilities

2. Knowledge Management:

• Propose a sophisticated content management approach in collaboration with UNICEF business users, in order to keep abreast/updated with DFAM's initiatives and programs.

3. Capacity Building and training:

• Assist SharePoint power users with a proactive customer support focus ensuring staff can effectively find solutions and follow best practices.
• Provide proactive training and coaching to staff during site building exercises and more formal sessions to increase adoption and use of best practices.
• Provide testing assistance following the development of new features and functionality for the collaborative team sites.

Requirements:

• Education: University degree, in Business Management, Information Technology, Information Systems Management, Computer Science, or relevant field.
• Demonstrated knowledge and understanding of business needs and ability to address them using core SharePoint features i.e., document libraries, lists, web parts, workflows, metadata, taxonomy, search, site settings and configuration, user administration.
  • A minimum of 5 years IT experience in a corporate or large non-profit setting.
  • A minimum of 4 years MS SharePoint experience, with good hands-on experience of SharePoint 2013/online.
  • A minimum of 2 years technical user support experience.
• SharePoint Designer proficiency desirable.
• Expertise in HTML, CSS, JavaScript/JQuery, XML desirable.
• Experience troubleshooting, supporting, and/or administering Microsoft SharePoint 2010/2013/online.
• Experience in change management processes an asset.

Languages

• Fluency in English is required
• Working knowledge of another UN language, such as Spanish, French or Arabic (depending on the Region), is required according to the needs of each region

Evaluation method
Each applicant will be evaluated based on the cumulative analysis methodology (weighted scoring method), where the award of the contract will be made to the individual consultant or vendor whose offer has been evaluated and determined as:

• Responsive/compliant/acceptable; and
• Having received the highest score out of a pre-determined set of technical skills and financial proposal specific to the solicitation.

Technical Criteria weight: [70%]
Financial Criteria weight: [30%]
To view our competency framework, please click here.
Please indicate your ability, availability and daily rate (in US$) to undertake the terms of reference above (including travel and daily subsistence allowance, if applicable). Applications submitted without a daily/monthly rate will not be considered.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.

Opening Date Tue Feb 27 2018 15:00:00 GMT+0100 (Romance Standard Time) Eastern Standard Time
Closing Date Wed Mar 07 2018 05:55:00 GMT+0100 (Romance Standard Time)

Information Management Officer, (Digital Preservation Archivist), P-3. UN HQ, ARMS, New York. Open until 5 March 2018

Posting Title:	Information Management Officer (Digital preservation archivist), P3 (Temporary Job Opening), P3 (Temporary Job Opening)
Job Code Title:	INFORMATION MANAGEMENT OFFICER
Department/Office:	Office of Central Support Services
Duty Station:	NEW YORK
Posting Period:	26 February 2018 - 05 March 2018
Job Opening Number:	18-Information Management Systems-DM OCSS-93132-J-New York (R)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                    

Org. Setting and Reporting

               

This position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). The Information Management Officer reports to the Chief of Unit.

               

Responsibilities

               

Within delegated authority, the Information Management Officer will be responsible for the following duties:

•Provides advisory services on record-keeping practices including: needs and business process analysis; organization and maintenance of UN information assets; preservation and disposition of records in digital and analogue formats; and information management policies and procedures, with an emphasis on their applicability to technological applications.
•Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
•Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
•Contributes to digital continuity policies, strategies and procedures to ensure that the UN’s electronic records of enduring value are captured, preserved and made accessible, in coordination with stakeholders, and in compliance with best practice.
•Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned.
•Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; ensures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal.
•Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section’s storage facilities meet environmental standards.
•Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
•Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff.
•Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
•Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
•Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
•Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
•Performs other related duties, as required.

Competencies

• Professionalism: Knowledge of information management, archives and records management, including digital record-keeping and preservation. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to manage complex records and information management multi-stakeholder projects. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Ability to work collaboratively in team with colleagues and with Secretariat stakeholders to achieve programme goals. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to
appropriate tasks; shows willingness to learn new technology.

• Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

               

Education

               

Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. A first-level university degree in combination with two years of qualifying experience may be accepted in lieu of the advanced university degree.

                

Work Experience

A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required. Experience in electronic archiving operations; accessioning and disposition of records; paper records digitization and the use of OCR software applications; and the preservation of digital and hard-copy archives is desirable. Practical experience in implementing digital archives programmes and knowledge of digital preservation, secure management of digital assets and professional best practice is desirable.

               

Languages

English and French are the working languages of the United Nations Secretariat. For this position fluency in English (both oral and written) is required. Knowledge of French is desirable.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

Notes:

This temporary vacancy is through 28 February 2019 and is subject to post/funding availability.

• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

• The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

• Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.

• Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

United Nations Considerations

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.