| Posting Title: | INFORMATION MANAGEMENT ASSISTANT, G4 |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | United Nations Interim Force in Lebanon |
| Duty Station: | NAQOURA |
| Posting Period: | 31 July 2019 - 29 August 2019 |
| Job Opening Number: | 19-Information Management Systems-UNIFIL-120615-R-Naqoura (M) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Information Management and Archives Unit, Office of the Senior Administrative Officer, United Nations Interim Force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Senior Administrative Officer or his/her designate.
Responsibilities
Information and Records Management:
Physical management, movement and organizing of Archive Boxes within the Archive Warehouse.
Maintain central paper-based and electronic information management systems by managing users, creating new folders, applying disposition instructions and tracking file circulation.
Manage the access to digital systems containing documents, data, or other information formats and promote the release of unclassified information.
Contribute to the management of data by collecting, organizing and synthesizing data and information for delivery in information management services, products and systems.
Support the quality of documents and data by enforcing standards throughout a network of focal points.
Provide timely uploading and maintenance of information in information systems.
Register Section’s incoming and outgoing records in electronic record keeping system.
Review material and determine appropriate document / file classification category.
Maintain Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
Assist in accessioning, disposition, description, and database maintenance activities as they relate to Section records-related projects by reviewing, verifying and processing documents and information in conformity to guidelines.
Support disposition operations by liaising with records-originating offices on transfer procedures and documentation.
Create and maintain manual accession records and provide information to other Section staff in support of reference and archival arrangement and description activities.
Process internal records retrieval, loan, reproduction and staff clearance operations.
Draft routine responses to enquiries, including records reproduction transmittals, for approval of Unit / Section Chief Documents.
Liaise with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Follow-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provide document delivery services as required.
General:
Conduct basic research as requested by more senior staff.
Extract key data and generate statistical and other reports from various databases.
Provide general office support services.
Perform other related duties as required.
Physical management, movement and organizing of Archive Boxes within the Archive Warehouse.
Maintain central paper-based and electronic information management systems by managing users, creating new folders, applying disposition instructions and tracking file circulation.
Manage the access to digital systems containing documents, data, or other information formats and promote the release of unclassified information.
Contribute to the management of data by collecting, organizing and synthesizing data and information for delivery in information management services, products and systems.
Support the quality of documents and data by enforcing standards throughout a network of focal points.
Provide timely uploading and maintenance of information in information systems.
Register Section’s incoming and outgoing records in electronic record keeping system.
Review material and determine appropriate document / file classification category.
Maintain Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
Assist in accessioning, disposition, description, and database maintenance activities as they relate to Section records-related projects by reviewing, verifying and processing documents and information in conformity to guidelines.
Support disposition operations by liaising with records-originating offices on transfer procedures and documentation.
Create and maintain manual accession records and provide information to other Section staff in support of reference and archival arrangement and description activities.
Process internal records retrieval, loan, reproduction and staff clearance operations.
Draft routine responses to enquiries, including records reproduction transmittals, for approval of Unit / Section Chief Documents.
Liaise with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Follow-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provide document delivery services as required.
General:
Conduct basic research as requested by more senior staff.
Extract key data and generate statistical and other reports from various databases.
Provide general office support services.
Perform other related duties as required.
Competencies
Professionalism
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.
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.
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.
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
High School Diploma or equivalent is required.
Work Experience
A minimum of three years of progressively responsible experience in information management, web publishing, archives, electronic record management, administration or related area is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of another UN official language is desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise, which may be followed by competency-based interview.
Special Notice
Recruitment against this position is on a local basis; applicants in the General Service category shall meet the relevant employment requirements of the host country (Lebanon),
including fulfilling visa or work permit stipulations. If you fulfill the visa and work permit stipulations for Lebanon, please specify in your cover letter and attach a copy of your visa and
work permit under 'attachments" of your application in Inspira.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
including fulfilling visa or work permit stipulations. If you fulfill the visa and work permit stipulations for Lebanon, please specify in your cover letter and attach a copy of your visa and
work permit under 'attachments" of your application in Inspira.
The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.
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, 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.
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.
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