| Posting Title: | INFORMATION MANAGEMENT ASSISTANT, FS5 |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | Field Missions |
| Duty Station: | Field Locations |
| Posting Period: | 07 May 2019 - 05 June 2019 |
| Job Opening Number: | 19-Information Management Systems-FMADFS-115808-P- (M) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
These positions are located in the United Nations Secretariat, Field Peacekeeping Operations, Special Political Missions, Service Centres and Offices as applicable.
Responsibilities
Archives and Records Management
• Oversee and manage Field Mission records and archives by ensuring they are properly stored and safe-guarded 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, update the Mission’s database and/or system for managing accessions; quickly solve problems that arise related to records’ storage; and monitor environmental quality control.
• Establish procedures to ensure sufficient information (metadata) is captured, and to manage the Mission’s records and archives.
• Report to the Archives and Records Management Section (ARMS) in the Department of Operational Support, the Department of Peace Operations (DPO) and/or the Department of Political and Peacekeeping Affairs (DPPA) as appropriate at Headquarters on the archival holdings of the Mission and coordinate the transfer of archives to ARMS as required.
• Manage records disposals by coordinating with relevant staff concerning offsite storage; ensure the proper preparation of background information for the review of archivists; implement approved retention schedules; supervise the staging of records for disposal, ensuring incineration and/or shredding is available for confidential records.
• Establish contracts for records storage as necessary, and monitoring contractor’s compliance with records storage practices; supervise the preparation of records for transfer to commercial storage; ensure retention schedules are applied and initiate reappraisal and disposal of time-expired records in consultation with Archivist/Information Management Officer.
• Oversee reference and research operations and supervise reference staff in records identification, retrieval and reproduction services.
• Supervise and direct access and declassification reviews by monitoring the screening of records for security-classified materials, approve declassification review requests and ensure the Unit’s information management system is properly updated.
• Liaise with relevant United Nations Headquarters offices, namely, but not exclusively, the Archives and Records Management Section (ARMS) in the Department of Operational Support and the Information Management Unit (IMU) jointly located in the Departments of Peace Operations and Political and Peacebuilding Affairs as required. This will include implementing Headquarters-led information, records, and archives management initiatives and applying UNHQ policy and procedures in those areas.
Document Management
• Manage the provision of research and document delivery services provided by the Unit and prepare related reports for the supervisor and senior management.
• Decide on changes in practices and procedures 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
• Supervise and provide work direction and guidance to junior Information Management Assistants and/or contractual staff by managing and coordinating their work; monitor staff performance and prepare performance evaluation reports as required.
• Prepare budget submissions related to the operation of the work 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 the supervisor.
Competencies
• Oversee and manage Field Mission records and archives by ensuring they are properly stored and safe-guarded 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, update the Mission’s database and/or system for managing accessions; quickly solve problems that arise related to records’ storage; and monitor environmental quality control.
• Establish procedures to ensure sufficient information (metadata) is captured, and to manage the Mission’s records and archives.
• Report to the Archives and Records Management Section (ARMS) in the Department of Operational Support, the Department of Peace Operations (DPO) and/or the Department of Political and Peacekeeping Affairs (DPPA) as appropriate at Headquarters on the archival holdings of the Mission and coordinate the transfer of archives to ARMS as required.
• Manage records disposals by coordinating with relevant staff concerning offsite storage; ensure the proper preparation of background information for the review of archivists; implement approved retention schedules; supervise the staging of records for disposal, ensuring incineration and/or shredding is available for confidential records.
• Establish contracts for records storage as necessary, and monitoring contractor’s compliance with records storage practices; supervise the preparation of records for transfer to commercial storage; ensure retention schedules are applied and initiate reappraisal and disposal of time-expired records in consultation with Archivist/Information Management Officer.
• Oversee reference and research operations and supervise reference staff in records identification, retrieval and reproduction services.
• Supervise and direct access and declassification reviews by monitoring the screening of records for security-classified materials, approve declassification review requests and ensure the Unit’s information management system is properly updated.
• Liaise with relevant United Nations Headquarters offices, namely, but not exclusively, the Archives and Records Management Section (ARMS) in the Department of Operational Support and the Information Management Unit (IMU) jointly located in the Departments of Peace Operations and Political and Peacebuilding Affairs as required. This will include implementing Headquarters-led information, records, and archives management initiatives and applying UNHQ policy and procedures in those areas.
Document Management
• Manage the provision of research and document delivery services provided by the Unit and prepare related reports for the supervisor and senior management.
• Decide on changes in practices and procedures 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
• Supervise and provide work direction and guidance to junior Information Management Assistants and/or contractual staff by managing and coordinating their work; monitor staff performance and prepare performance evaluation reports as required.
• Prepare budget submissions related to the operation of the work 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 the supervisor.
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. 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
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. 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.
High School or equivalent diploma is required.
Work Experience
At least eight (8) years of progressively responsible experience in the field of information, archives and records management work or related area. Experience in coordinating and implementing Information Management related tasks is desirable. Experience providing services related to Information Management to or in a field operation of the United Nations Common System or a comparable international organization is desirable.
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.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special Notice
The United Nations Secretariat maintains rosters of qualified and available candidates to fill anticipated job openings in peacekeeping operations, special political missions, and other field operations.
The purpose of this job opening is to generate a list of qualified candidates for inclusion in the Information Management Assistant, FS5 roster. The entire assessment process takes an average of six months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessful) within 14 days of the conclusion of the process. Successful candidates will be placed on the roster and subsequently will be invited to apply for field mission vacancies open only to roster members. Roster membership does not guarantee selection.
The purpose of this job opening is to generate a list of qualified candidates for inclusion in the Information Management Assistant, FS5 roster. The entire assessment process takes an average of six months; all applicants will be notified in writing of the outcome of their application (whether successful or unsuccessful) within 14 days of the conclusion of the process. Successful candidates will be placed on the roster and subsequently will be invited to apply for field mission vacancies open only to roster members. Roster membership does not guarantee selection.
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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
