Information and Knowledge Management Specialist. IOC, Lausanne. Open until 30 January 2019

Department: Technology and Information
Location: Lausanne, Switzerland
Contract Type: Temporary
Activity Level: 100%
Entry Date: 01.03.2019
Duration: 9 Months
Deadline: 30.01.2019


Mission

The Information and Knowledge Management Specialist contributes to making available, and to the integrity and promotion of information and knowledge. He/She contributes to activities and  information and knowledge management projects and coordinates and/or leads them. He/She ensures the optimal integration of information and knowledge management practices into existing procedures.

Main responsibilities

• Develops records management expertise within the organisation, and ensures this is shared with colleagues and adhered to. Manages the activities and services that depend on it.
• Manages or contributes to the various projects involving the Unit.
• Contributes to the managing and analysing requests, developing management methods and tools, and adopting and implementing solutions.
• Conducts regular analyses in order to propose improvements and solutions.
• Manages the organisation’s information, legal and financial documents, incoming and outgoing information, reference documents and all administrative archives.
• Is the contact person for internal clients (departments, programmes, etc.) related to information and knowledge management services; identifies possibilities for improvement and risks; offers solutions.
• Provides optimal support and a first-rate service for both internal and external requests; responds to requests and assists users. 
• Contributes to setting up a transparent information and knowledge management process at the IOC. 
• Contributes to adopting best practices in terms of information and knowledge management.
• Contributes to the optimisation and development of information and content management in accordance with the strategies in place and the needs of the institution.
• Contributes to managing the key elements of information management, such as information mapping, classification, etc.
• Contributes to information good governance (policies, procedures, guidelines, norms, etc.).

Training, language and IT skills

• Training in information and knowledge management (university qualification, HES or equivalent).
• Significant and relevant experience in the field of information and knowledge management (5 years).
• Proven experience in project management. 
• Proven experience in content management tools such as SharePoint and records management solutions.
• Knowledge of other platforms – portals and extranets – would be an asset. 
• Good knowledge of new trends, whether in the field of technology or services, linked to a real ability to adapt. 
• Excellent written and oral French and English.

Associate Information Management Officer, P-2. UNOG, Geneva. Open until 29 January 2019

Posting Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER (Temporary Job Opening), P2 (Temporary Job Opening)
Job Code Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:	United Nations Office at Geneva
Duty Station:	GENEVA
Posting Period:	23 January 2019 - 29 January 2019
Job Opening Number:	19-Information Management Systems-UNOG-110363-J-Geneva (X)
Staffing Exercise	N/A

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

                                    

Org. Setting and Reporting

This position is located in the Institutional Memory Section, UN Library, United Nations Office at Geneva.

               

Responsibilities

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

• Contributes to records accession and disposition functions, including records appraisal, by liasing with records-creating offices on the transfer and/or disposal of records and analysing and evaluating records for evidential and informational value in support of records appraisal.
•Supervises and undertakes archival processing activities by producing descriptive inventories; prepares mark-up of inventories for electronic dissemination; and monitors adherence to description, database and preservation standards;
•Performs and supervises research functions for the purposes of planning the League of Nations centenary, as well as reference functions by advising internal and external users on holdings and accessibility and assisting in the administration of access and declassification activities.
•Provides assistance with public outreach efforts, including the management of the United Nations Geneva Museum and the organization of temporary exhibitions, with particular focus on planning and executing the Museum exhibition “100 Years of Multilateral Diplomacy in Geneva” as the highlight event of UNOG celebrations of the League of Nations Centenary
• Collaborates with Professional and General Service staff and interns relating to functions cited above.
•Performs other related duties, as required.

               

Competencies

•Professionalism: Sound knowledge of information management and record keeping in paper and electronic media, including archival description standards and practices . Ability to provide records description and research practices. Knowledge of physical preservation standards and practices. 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.

•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

An advanced university degree (Master’s or Doctorate) in archival, information science, information systems, social science, history, international relations, or related fields is required. A first-level or higher degree (Bachelor’s, Master’s or Doctorate degree) in any field of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

               

Work Experience

At least two years experience in modern archives management, research, record keeping, library, museums, information management or related area is required. Experience in preparing materials for exhibitions is desirable. Experience in researching the history of the League of Nations and United Nations 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 may be followed by competency-based interview.

               

Special Notice

This position is temporarily available for an initial period of nine months, with possibility of extension. This is a temporary position to assist the United Nations Office at Geneva (UNOG) in organizing a series of activities to mark the League of Nations Centenary entitled 100 Years of Multilateralism in Geneva. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

• 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.

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

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• 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.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• 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.

               

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.

Senior Information and Records Management Advisor, E-3. Kosovo Specialist Chambers, The Hague. Open until 25 January 2019

Position: Senior Information and Records Management Advisor	Employment Regime: Seconded/Contracted	Post Category: Expert Level E-3
Ref. number: 018	Location: The Hague, the Netherlands	Availability: 01 April 2019
Component/Department/Unit Kosovo Specialist Chambers/ Immediate Office of the Registrar	Security Clearance Level: EU SECRET or equivalent	Open to Contributing Third States: Yes

 

Reporting Line:

The Senior Information and Records Management Advisor reports to the Registrar.

Main Tasks and Responsibilities:

 To serve as a focal point to provide advisory services and compliance advice for electronic, manual and audio-visual records, including administrative and judicial records, document and archives management to all functions of the Specialist Chambers;

 To draft and implement relevant organization wide strategies, policies, guidelines and procedures in accordance with established international recordkeeping and archival standards that reflect information needs, business workflows, technological architecture, legacy strategy and information security requirements;

 To assist in the drafting and implementation of document sensitivity, classification and handling policies to ensure the confidentiality of administrative and judicial records, the maintenance of witness protection measures and adherence to EUCI standards;

 To assist in the specification of requirements for court management or enterprise content management systems, including registration, storage, retrieval, classification, categorization, collaboration, workflow, records retention, and digital preservation;

 To participate in relevant project teams implementing court management or enterprise content management systems of the Specialist Chambers;

 To ensure the appropriate preservation of records and archives, including appropriate archiving facilities meeting the highest industry standards and, to this effect, to manage a network of records, archive and information custodians throughout the Specialist Chambers;

 To act as the Data Protection Officer for the Specialist Chambers and ensure compliance with the EU Data Protection Directive 95/46/EC or General Data Protection Regulation, where appropriate, when processing personal data;

 To initiate regular audits of compliance with record-keeping policies and standards and information security access policies;

 To draft and implement information governance, information security and information management policies and standards, including master data management, records management and digital preservation of enterprise content and data management systems and business applications, in cooperation with the Information Technology and Information Security functions;

 To undertake any other related tasks as requested by the Line Managers.

Essential Qualifications and Experience:

 Successful completion of University studies of at least four (4) years attested by a diploma OR a qualification in the National Qualifications Framework which is equivalent to level 7 in the European Qualifications Framework OR a qualification of the second cycle under the framework of qualifications of the European Higher Education Area, e.g. Master's Degree.

AND

 A minimum of twelve (12) years of relevant professional experience, after having fulfilled the education requirements, out of which a minimum four (4) years of management experience.

Specification of Education and Experience

 The above mentioned University degree must be at least one of the following fields of expertise: Archival or Library Science, History, Information and/or Records Management or a related field;

 In-depth knowledge of archiving and record-keeping principles and norms;

 Experience in developing policies and systems for the storage, classification and handling of documents, retention and disposition plans, as well as databases;

 Knowledge and experience of working with strict information security regimes and secure archives;

 Knowledge and experience of managing personal data under European Data Protection legislation;

 Excellent analytical, planning, organizational, drafting and IT skills;

 Excellent interpersonal and communication skills in English, both written and oral;

 Ability to work productively in a fast-paced, team-oriented environment and produce accurate work under pressure and in difficult circumstances;

 Ability to establish and maintain effective and constructive working relationships with people of different national and/or cultural backgrounds with respect for diversity.

Desirable

 Previous experience setting up an archiving and records management system for an international, hybrid or national criminal court;

 Experience as an Archivist or Records Manager at a national, hybrid or international court;

 Experience managing digital records and archives;

 Experience in Project Management;

 Knowledge of EU document handling and confidentiality regulations and policies;

 International experience, particularly in crisis areas with multi-national and international organizations;

 Knowledge of the functioning of the EU and in particular CSDP missions;

 Good understanding of the political, cultural and security situation of the Balkans, in particular Kosovo.

Information Management Officer, P-3. UNAMI, Baghdad. Open until 20 January 2019

Posting Title:	Information Management Officer, P3
Job Code Title:	INFORMATION MANAGEMENT OFFICER
Department/Office:	United Nations Assistance Mission for Iraq
Duty Station:	BAGHDAD
Posting Period:	06 January 2019 - 20 January 2019
Job Opening Number:	19-Information Management Systems-UNAMI-109665-F-Baghdad (M)
Staffing Exercise	N/A

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

            

                                    

Org. Setting and Reporting

This position is located within the United Nations Assistance Mission for Iraq (UNAMI), Baghdad. The Information Management Officer will report directly to the Chief Joint Analysis Unit (JAU).

                

Responsibilities

Within delegated authority, the Information Management Officer will be responsible for the following duties:
• Plans and implements information management initiatives of significant importance to the Mission, which typically impact large or multiple user groups, including document, data, web content and records management services and tools, training programmes for information management, business intelligence dashboards, cross-cutting monitoring tools, and staff intranet/web portals.
• Identifies and obtains needed information and data elements to produce standardized products and services, creates data collection plans to regularize collection and production as necessary, and supports the analysis of data through visualizations and data services.
• Supports the adoption of information exchange standards and promotes data and information sharing within the parameters of security protocols.
• Designs and implements dissemination and access plans for information products, services and tools as appropriate (e.g., web portal, mailing list, fact sheets, data visualizations, records repositories) including the definition of standard operating procedures for clearance for dissemination.
• Provides advisory services on information management and recordkeeping policies and practices including: needs and business process analysis; organization and maintenance of UN information assets; search, accessibility and security classification; records preservation and disposition; and information management policies and procedures, with an emphasis on
technological applications.
• Researches, analyses and evaluates the development of new information management services and new applications of information technology to information management, data management, web publishing, and archives and records management and makes recommendations for their deployment.
• Participates in information management and record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of information and recordkeeping application improvements and new systems; provides user support.
• Develops training materials and user manuals; trains staff in use of the information management or recordkeeping services or systems 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; assures 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.
• Performs and supervises reference functions by advising internal and external users about information, document, data and 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 information and 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 offices which produce information 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, recordkeeping, and archives management principles and standards.Knowledge of electronic records management, including description, sentencing, appraisal and migration management. Ability to assess and define business needs for the development of technology systems and tools to support business processes and to act as an interface between the substantive and technology components of the process. Excellent problem solving skills. 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.

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.

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

An advanced university degree (Master's degree or equivalent degree) in information science, information management, information science, information systems, social science or a related field is required. 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.

               

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.

               

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in English is required. Knowledge of another UN language is desirable.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which may 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, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Two intern positions (Records and Archives Management). WTO, Geneva. Open until 18 January 2019

The recruitment policy of the WTO is to seek to attract and retain staff members offering the highest standards of competence,

efficiency and integrity.

As an Equal Opportunities Employer, the WTO gives full regard to merit and diversity.

.

Vacancy Notice No.: EXT/ISHI/19-1

Title: Intern (Records and Archives Management)

Grade: -

Contract Type: Temporary appointment

Issued On: 10 January 2019

Application Deadline (CET): 18 January 2019

Division: Languages, Documentation & Information

Management

Duration: starting 4 February 2019, Maximum 6 months

.

The Secretariat of the WTO is looking to recruit two interns to gain work experience in the Records and Archives Section, located

in the Information Management Service of the Languages, Documentation and Information Management Division.

General Functions

.

1.Catalogue, index, describe and organize information resources using the corporate EDRMS and other tools.

2.Digitize and organize a card index system for historical correspondence to enable user search and access.

3.Review boxes of paper-based records to locate and identify specific records.

4.Provide regular updates of activities to supervisor.

5.Assist in other records-related tasks as necessary.

REQUIRED QUALIFICATIONS

Education:

.

Recognized qualification in information management, archival science, records management. At least one year of relevant

postgraduate studies (e.g. Master's degree) must have been completed at the time of application.

Knowledge and skills:

.

Knowledge of international archival standards: e.g. ISAD(G), ISAAR/CPF, EAD, MoReq.

Ability to describe records accurately and consistently in English.

Knowledge of preservation techniques for paper-based records.

Knowledge of new information technologies.

Good verbal and written communication skills.

Languages:

.

Advanced knowledge of English. A good working knowledge of French or Spanish would be an asset.

Additional Information:

.

Remuneration:

Interns receive a daily allowance of CHF 60 (including week-ends and official holidays falling within the selected period). Travel

expenses to and from Geneva cannot be paid by the WTO, and such travel is not covered by the Organization's insurance.

Medical health insurance coverage is mandatory in Switzerland, and interns are responsible for organizing their own health

insurance prior to commencing their internship at the WTO.

Eligibility:

Interns are recruited from among nationals of WTO Member states.

Interns will have completed their undergraduate studies in a relevant discipline (information management, archival science,

records management), and shall have completed at least one year of their postgraduate studies.

The minimum age for an intern shall be 21 years and the maximum age 30 years.

A roster of suitable candidates is maintained from which interns are selected. In addition to the regular internship programme, the

need may also arise to recruit interns at short notice for particular tasks. These recruits will also be drawn from the roster. Names

will not be maintained on the roster for longer than one year.

.

APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION

.

APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.

.

Please note that all candidates must complete an online application form.

To apply, please visit the WTO's E-Recruitment website at: erecruitment.wto.org. The system provides instructions for online

application procedures.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the

closing date - Central European Time (CET) - stated in the vacancy announcement.

PLEASE NOTE THAT APPLICATIONS RECEIVED AFTER THE CLOSING DATE WILL NOT BE ACCEPTED

The WTO is a non-smoking environment