| Posting Title: | INFORMATION MANAGEMENT ASSISTANT, G5 |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | United Nations Interim Force in Lebanon |
| Duty Station: | NAQOURA |
| Posting Period: | 12 December 2018 - 26 December 2018 |
| Job Opening Number: | 18-Information Management Systems-UNIFIL-108463-R-Naqoura (M) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Information Management and Archives Unit, Office of the Senior Administrative Officer, United Nations Interim Force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Senior Administrative Officer or his/her designate.
Responsibilities
Archives and Records Management:
-Assist in oversight of contractually stored records by facilitating the establishment of contracts and monitoring compliance; prepare and arrange records for transfer to commercial storage; apply retention schedules and initiate reappraisals and disposals in consultation with archivists, register actions in the unit database; and provide reference service;
-Assist in the oversight of archival arrangement and description operations by identifying, planning and overseeing projects in consultation with Unit archivists and in liaison with contractual archivists;
-Undertake archival arrangement and description projects by researching administrative histories and providing records and content analysis for purposes of series description preparation and appraisal determinations; arrange records and prepare series descriptions according to archival standards and an database protocols;
-Participate in reference and research operation by servicing on-site and remote researchers, including the supervision of junior reference staff in records identification, retrieval and reproduction services;
Documents:
-Carry out research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases;
-Order and ensure shipment of documents, reference materials, stationary and necessary equipment to various sites;
-Liaise with document processing services with respect to preparation, reproduction and distribution of documents and publications;
-Follow-up on shipment of documents, reference materials, stationary and other necessary equipment to various sites;
-Prepare Scope of Work/ Statement of Requirements for Provision of International Courier Services and diplomatic pouch;
-Prepare UNIFIL Mail and Pouch and Reproduction Unit budget;
-Confirm receipt of invoices for postal and courier services;
-Prepare financial reports/accounts for postal sales;
-Provide document delivery services as required.
General:
-Provide supervision for Mail and Pouch and Reproduction activities;
-Order postal requirements from postal administrative officer UNHQ;
-Guide and supervise junior staff;
-Provide administrative support to unit chiefs and undertake other duties as assigned.
-Assist in oversight of contractually stored records by facilitating the establishment of contracts and monitoring compliance; prepare and arrange records for transfer to commercial storage; apply retention schedules and initiate reappraisals and disposals in consultation with archivists, register actions in the unit database; and provide reference service;
-Assist in the oversight of archival arrangement and description operations by identifying, planning and overseeing projects in consultation with Unit archivists and in liaison with contractual archivists;
-Undertake archival arrangement and description projects by researching administrative histories and providing records and content analysis for purposes of series description preparation and appraisal determinations; arrange records and prepare series descriptions according to archival standards and an database protocols;
-Participate in reference and research operation by servicing on-site and remote researchers, including the supervision of junior reference staff in records identification, retrieval and reproduction services;
Documents:
-Carry out research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases;
-Order and ensure shipment of documents, reference materials, stationary and necessary equipment to various sites;
-Liaise with document processing services with respect to preparation, reproduction and distribution of documents and publications;
-Follow-up on shipment of documents, reference materials, stationary and other necessary equipment to various sites;
-Prepare Scope of Work/ Statement of Requirements for Provision of International Courier Services and diplomatic pouch;
-Prepare UNIFIL Mail and Pouch and Reproduction Unit budget;
-Confirm receipt of invoices for postal and courier services;
-Prepare financial reports/accounts for postal sales;
-Provide document delivery services as required.
General:
-Provide supervision for Mail and Pouch and Reproduction activities;
-Order postal requirements from postal administrative officer UNHQ;
-Guide and supervise junior staff;
-Provide administrative support to unit chiefs and undertake other duties as assigned.
Competencies
Professionalism
-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.
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.
Accountability
-Takes ownership for all responsibilities and honors 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.
-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.
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.
Accountability
-Takes ownership for all responsibilities and honors 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.
Education
High School Diploma or equivalent is required.
Work Experience
A minimum of five years of progressively responsible experience in archives, electronic record management or related area is required. Experience in Mail, Pouch and Reproduction area is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of another UN official language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise, which may be followed by competency-based interview.
Special Notice
Recruitment against this position is on a local basis; applicants in the General Service category shall meet the relevant employment requirements of the host country (Lebanon), including fulfilling visa or work permit stipulations. If you fulfill the visa and work permit stipulations for Lebanon, please specify in your cover letter and attach a copy of your visa and work permit under 'attachments" of your application in Inspira.
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.
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.
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