| Posting Title: | INFORMATION MANAGEMENT ASSISTANT, FS5 |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | United Nations Truce Supervision Organisation |
| Duty Station: | JERUSALEM |
| Posting Period: | 01 March 2019 - 01 April 2019 |
| Job Opening Number: | 19-Information Management Systems-UNTSO-112645-R-Jerusalem (M) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This position is located in the Office of the Deputy Chief Mission Support , in the United Nations Truce Supervision Organization (UNTSO) in Jerusalem. The incumbent will report directly to the Deputy Chief Mission Support.
Responsibilities
Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management
• Oversee and manage the field mission records (physical and electronic) in line with ARMS guidelines; ensure that documentation is properly stored, securely maintained, and available for reference by authorized staff members.
• Oversee records accessioning operations by supervising and guiding staff in receiving transfers; ensure the application of retention schedules and the establishment of links to previous accessions.
• Manage records storage operations by approving space allocations and associated accessions and database updating; respond to problems that arise with solutions; and monitor environmental quality controls.
• Report to UN Headquarters concerning documentation held in the mission Records Centre and coordinates the transfer of archives documentation to UNHQ as required.
• Manage document disposals by coordinating with relevant staff; ensure the proper preparation of background information; supervise the staging of records for disposal.
• Provide training on, and manage the Electronic Data Management Framework (EDMF) for the safekeeping of both electronic records and the list of physical records.
• Establish archival procedures and supervise archival arrangements and description operations performed by Unit staff.
Mission Communications
• Oversee and manage the processing of incoming and outgoing Code Cables and Mission Faxes.
• Assist, together with various sections, to maintain and update the COMET distribution lists for the distribution of Faxes within the Mission.
Archives and Records Management
• Oversee and manage the field mission records (physical and electronic) in line with ARMS guidelines; ensure that documentation is properly stored, securely maintained, and available for reference by authorized staff members.
• Oversee records accessioning operations by supervising and guiding staff in receiving transfers; ensure the application of retention schedules and the establishment of links to previous accessions.
• Manage records storage operations by approving space allocations and associated accessions and database updating; respond to problems that arise with solutions; and monitor environmental quality controls.
• Report to UN Headquarters concerning documentation held in the mission Records Centre and coordinates the transfer of archives documentation to UNHQ as required.
• Manage document disposals by coordinating with relevant staff; ensure the proper preparation of background information; supervise the staging of records for disposal.
• Provide training on, and manage the Electronic Data Management Framework (EDMF) for the safekeeping of both electronic records and the list of physical records.
• Establish archival procedures and supervise archival arrangements and description operations performed by Unit staff.
Mission Communications
• Oversee and manage the processing of incoming and outgoing Code Cables and Mission Faxes.
• Assist, together with various sections, to maintain and update the COMET distribution lists for the distribution of Faxes within the Mission.
Manage content updates on the field mission intranet (COSMOS) and public website ensuring all mission staff have access to mission communications.
• Oversee and manage the Mail, Pouch and Reproduction Center for all incoming and outgoing Diplomatic Pouch, and normal mail services.
Documents
• Decide on changes in practices and procedures in order to improve efficiency and effectiveness of services provided.
• Evaluate statistics on services, systems, and workload of the Unit; and prepare related reports for the supervisor and senior management, making improvements and changes where required.
General Administration
• Supervise staff members of the Information Management Unit (Mail and Pouch and Information Management functions).
• Supervise and provide work direction and guidance to Unit staff; manage and coordinate Unit activities; monitor staff performance and prepare performance evaluation reports for staff supervised.
• Prepare budget submissions related to the operation of the Information Management Unit; draft narrative justifications for the proposed budget; and monitor budget expenditures once approved.
• Consult and advise other units/sections throughout the field mission to identify and plan the provision of information management services, and ensure the efficient provision of such services.
• Prepare work output and progress reports on the work of the Unit for the supervisor and senior management.
• Perform other duties as assigned by Supervisor.
Competencies
• Professionalism:
Familiarity with all of the unit’s business operations and objectives. Shows pride in work and 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 area of work.
• Planning & Organizing:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.
• 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.
Education
Familiarity with all of the unit’s business operations and objectives. Shows pride in work and 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 area of work.
• Planning & Organizing:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amounts 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.
• 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.
High school certificate or equivalent diploma is required.
Work Experience
A minimum of eight (8) years of progressively responsible experience in the field of administration or archives and records management work. Three years of archives and records management experience with the United Nations or in international operations is desirable. Two years of managerial experience is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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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