| Posting Title: | INFORMATION MANAGEMENT OFFICER, P3 |
| Job Code Title: | INFORMATION MANAGEMENT OFFICER |
| Department/Office: | Field Missions |
| Duty Station: | Field Locations |
| Posting Period: | 06 May 2019 - 04 June 2019 |
| Job Opening Number: | 19-Information Management Systems-FMADFS-115803-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, Services Centers and Offices as applicable.
Responsibilities
Within delegated authority, the Information Management Officer will be responsible for the following duties:
• Plan and implement 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.
• Act as the Mission’s main focal point and working-level contact 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. This will include acting as the Mission’s lead on the implementation of all Headquarters-led information, records, and archives management initiatives.
• Identify and obtain information and data elements needed to produce standardized products and services, create data collection plans to regularize collection and production as necessary, and support the analysis of data through visualizations and data services.
• Support the adoption of information exchange standards and promote data and information sharing within the parameters of security protocols.
• Design and implement dissemination and access plans for information products, services and tools as appropriate (e.g. web portal, mailing lists, fact sheets, data visualizations, records repositories) including the definition of standard operating procedures for clearance for dissemination.
• Provide advisory services on information management and record-keeping 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.
• Research, analyse and evaluate 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 make recommendations for their deployment.
• Participate 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 record-keeping application improvements and new systems; provide user support.
• Develop training materials and user manuals; train staff in use of the information management and/or record-keeping services or systems assigned.
• Manage 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; ensure that retention schedules, registration and physical aspects of records transfers meet established standards; oversee space management and commercial storage contracts; supervise General Service and related categories staff in implementing related tasks as required; and perform records appraisal.
• Assume responsibility and oversight for the timely transfer of records and archives to UN Headquarters in accordance with guidelines provided by ARMS.
• Understand, keep current with and apply preservation techniques and strategies for records in all media; ensure that the Mission’s storage facilities meet environmental standards.
• Perform and supervise reference functions by advising internal and external users about information, document, data and records holdings and accessibility; maintain communications with other information management networks and records and archives specialists; supervise retrieval and reproduction activities of General Service and related categories staff.
• Evaluate adequacy of existing information and records management and reference tools. Implement new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
• Maintain access and declassification standards by liaising with offices which produce information regarding access to security-classified materials and implement access and declassification determinations.
• Participate in developing and implementing client outreach strategies. Conduct outreach and user education to improve clients’ use of desktop information resources; use judgement of relevant institutional needs to develop presentations appropriate to client audience; develop publicity materials to facilitate outreach.
• Assist in programme administration, including provision of assistance to or supervision of General Service and related categories staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
• Perform other related duties, as required.
Competencies • Plan and implement 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.
• Act as the Mission’s main focal point and working-level contact 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. This will include acting as the Mission’s lead on the implementation of all Headquarters-led information, records, and archives management initiatives.
• Identify and obtain information and data elements needed to produce standardized products and services, create data collection plans to regularize collection and production as necessary, and support the analysis of data through visualizations and data services.
• Support the adoption of information exchange standards and promote data and information sharing within the parameters of security protocols.
• Design and implement dissemination and access plans for information products, services and tools as appropriate (e.g. web portal, mailing lists, fact sheets, data visualizations, records repositories) including the definition of standard operating procedures for clearance for dissemination.
• Provide advisory services on information management and record-keeping 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.
• Research, analyse and evaluate 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 make recommendations for their deployment.
• Participate 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 record-keeping application improvements and new systems; provide user support.
• Develop training materials and user manuals; train staff in use of the information management and/or record-keeping services or systems assigned.
• Manage 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; ensure that retention schedules, registration and physical aspects of records transfers meet established standards; oversee space management and commercial storage contracts; supervise General Service and related categories staff in implementing related tasks as required; and perform records appraisal.
• Assume responsibility and oversight for the timely transfer of records and archives to UN Headquarters in accordance with guidelines provided by ARMS.
• Understand, keep current with and apply preservation techniques and strategies for records in all media; ensure that the Mission’s storage facilities meet environmental standards.
• Perform and supervise reference functions by advising internal and external users about information, document, data and records holdings and accessibility; maintain communications with other information management networks and records and archives specialists; supervise retrieval and reproduction activities of General Service and related categories staff.
• Evaluate adequacy of existing information and records management and reference tools. Implement new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
• Maintain access and declassification standards by liaising with offices which produce information regarding access to security-classified materials and implement access and declassification determinations.
• Participate in developing and implementing client outreach strategies. Conduct outreach and user education to improve clients’ use of desktop information resources; use judgement of relevant institutional needs to develop presentations appropriate to client audience; develop publicity materials to facilitate outreach.
• Assist in programme administration, including provision of assistance to or supervision of General Service and related categories staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
• Perform other related duties, as required.
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 and 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, 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 and 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.
Advanced university degree (Master’s degree or equivalent) in information management, information science, information systems, social science or related field. A first-level university degree in combination with two additional years of qualifying 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. Experience supervising staff in 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 Officer, P3 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 Officer, P3 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.
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