| Posting Title: | Information Management Assistant, G6 |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | Economic and Social Commission for Western Asia |
| Duty Station: | BEIRUT |
| Posting Period: | 04 February 2019 - 05 March 2019 |
| Job Opening Number: | 19-Information Management Systems-ESCWA-108528-R-Beirut (O) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This post is located within the Conference Services Section (CSS), at the Administrative Services Division (ASD) of the Economic and Social Commission for Western Asia (ESCWA). The Information Management Assistant reports directly to the Librarian, Head of the Library Unit, and will be under the overall supervision of Chief, CSS.
Responsibilities
Within delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management:
1 - Facilitates the periodic transfer of scheduled records into the Archives by liaising with Secretariat and overseas offices; ensures the completeness and accuracy of transfer documentation; and provides assistance to Secretariat staff in transfer preparations.
2 - Oversees records accessioning operations by supervising staff in receiving transfers; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the Section database.
3 - Oversees records center operations by overseeing space allocations and associated accessions and database updating; responds to emergency disasters; and monitors environmental quality controls and arranges for the resolution of problems.
4 - Oversees disposals by liaising with relevant Secretariat staff and off-site storage and paper recycling companies; prepares background information for the review of archivists and implementing retention schedules; supervises the staging of records for disposal; and updates the Section database.
5 - Oversees contractually stored records by facilitating the establishment of contracts and monitoring compliance; prepares and arranges records for transfer to commercial storage; applies retention schedules and initiating reappraisals and disposals in consultation with archivists; registers actions in the Section database; and provides reference service.
6 - Oversees archival arrangement and description operations by identifying, planning and overseeing projects in consultation with Section archivists and in liaison with contractual archivists.
7 - Undertakes archival arrangement and description projects by researching administrative histories and providing records content analysis for purposes of series description preparation and appraisal determinations; arranges records and prepares series descriptions according to archival standards and database protocols.
8 - Oversees reference and research operations by servicing on-site and remote researchers, including the supervision of Reference staff in records identification, retrieval and reproduction services.
9 - Provides curatorial and database management for artworks and archival photograph collections.
10 - Coordinates access and declassification reviews by screening records for security-classified materials, preparing declassification review requests and updating Section database.
Library:
11 - Performs research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases.
12 - Orders and ensures shipment of documents, reference materials, stationery and necessary equipment to various sites.
13 - Maintains statistics on service and workload measures.
14 - Assists in development and maintenance of relevant databases by: a) keeping data accurate and current; b) preparing new material as needed.
15 - Submits regular backup jobs for library databases on various platforms and performs other routine maintenance procedures that ensure the integrity of library data.
16 - Provides administrative support to the library, and technical assistance to its digitization operations.
17 - Performs other related work as required.
Competencies
Archives and Records Management:
1 - Facilitates the periodic transfer of scheduled records into the Archives by liaising with Secretariat and overseas offices; ensures the completeness and accuracy of transfer documentation; and provides assistance to Secretariat staff in transfer preparations.
2 - Oversees records accessioning operations by supervising staff in receiving transfers; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the Section database.
3 - Oversees records center operations by overseeing space allocations and associated accessions and database updating; responds to emergency disasters; and monitors environmental quality controls and arranges for the resolution of problems.
4 - Oversees disposals by liaising with relevant Secretariat staff and off-site storage and paper recycling companies; prepares background information for the review of archivists and implementing retention schedules; supervises the staging of records for disposal; and updates the Section database.
5 - Oversees contractually stored records by facilitating the establishment of contracts and monitoring compliance; prepares and arranges records for transfer to commercial storage; applies retention schedules and initiating reappraisals and disposals in consultation with archivists; registers actions in the Section database; and provides reference service.
6 - Oversees archival arrangement and description operations by identifying, planning and overseeing projects in consultation with Section archivists and in liaison with contractual archivists.
7 - Undertakes archival arrangement and description projects by researching administrative histories and providing records content analysis for purposes of series description preparation and appraisal determinations; arranges records and prepares series descriptions according to archival standards and database protocols.
8 - Oversees reference and research operations by servicing on-site and remote researchers, including the supervision of Reference staff in records identification, retrieval and reproduction services.
9 - Provides curatorial and database management for artworks and archival photograph collections.
10 - Coordinates access and declassification reviews by screening records for security-classified materials, preparing declassification review requests and updating Section database.
Library:
11 - Performs research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases.
12 - Orders and ensures shipment of documents, reference materials, stationery and necessary equipment to various sites.
13 - Maintains statistics on service and workload measures.
14 - Assists in development and maintenance of relevant databases by: a) keeping data accurate and current; b) preparing new material as needed.
15 - Submits regular backup jobs for library databases on various platforms and performs other routine maintenance procedures that ensure the integrity of library data.
16 - Provides administrative support to the library, and technical assistance to its digitization operations.
17 - Performs other related work as required.
Professionalism - Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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.
Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
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.
Education
Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
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.
High School diploma or equivalent.
Work Experience
A minimum of seven years of experience in archives, electronic record management or related area. Experience working with Content Management Systems (CMS) is desirable.
Languages
English and French are the working languages of the United Nations. Arabic is also a working language of ESCWA. For this post, fluency in written and spoken English and Arabic is required. Knowledge of French is desirable.
Assessment
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test when they are short-listed for a job opening. Having passed the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST per applicable eligibility guidelines.
In addition to the above, the shortlisted candidates will undergo a substantive written assessment related to the functions of the post and a competency-based interview. Only short-listed candidates will be contacted.
Special Notice
In addition to the above, the shortlisted candidates will undergo a substantive written assessment related to the functions of the post and a competency-based interview. Only short-listed candidates will be contacted.
Appointment against this post is on a local basis; candidates shall be recruited in the country of the duty station, irrespective of nationality and length of time the candidate may have been in the country. If no suitable candidate is identified, overseas candidates will be considered subject to a passing grade on the relevant entry-level examinations at the duty station.
Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures.
The candidate is responsible for any expenses incurred in order to take the examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.
Staff members are subject to the authority of the Secretary-General, who may assign them to any task or function in the organization. In this context, all staff are expected to move periodically to new functions during their careers in accordance with established rules and procedures.
The candidate is responsible for any expenses incurred in order to take the examination and, in the event of an employment offer, any costs relating to travel and relocation to the duty station.
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
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.
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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