Records and Information Management Officer, P-3. WIPO, Geneva. Open until 13 January 2020

Records and Information Management Officer - 19328-TA

Records and Archives Section, Conference and General Services Division, Administration and Management Sector

Grade - P3

Contract Duration - 1 year

Duty Station: CH-Geneva

Publication Date: 23-Dec-2019  

Application Deadline : 13-Jan-2020, 11:59:00 PM

 

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

 

1.      Organizational Context

  

1. Organizational Setting
    
   The position is located in the Records and Archives Section of the Conference and General Services Division, in the Administration and Management Sector. The Section is responsible for the development and implementation of policies, procedures and best practices for the management of WIPO's organizational records and archival materials. The Section also contributes to the delivery of integrated strategies for enterprise content management to support business needs and knowledge-sharing.
    
    
2. Purpose Statement
    
   The Records and Information Management Officer contributes to the development of information structures and procedures within WIPO's Enterprise Content Management (ECM) system in order to facilitate business needs and to assist in strengthening the internal framework for digital records and information governance.  She/he provides technical guidance on a range of digital records and information governance issues, working in close collaboration with business managers, records managers, IT, legal and information-security experts across the Organization.
    
    
3. Reporting Lines
    
   The incumbent works under the supervision of the Head of Section.
    

2.      Duties and Responsibilities

 

The incumbent will perform the following principal duties:

 

a.   Provide substantive technical inputs to the Head of Section for the development and implementation of effective approaches for digital records management at WIPO.  Refine and develop key organizational records management tools, including the classification scheme and retention schedules.

 

b.   Collect and analyze requirements from WIPO business units for their records and information management needs, and propose solutions; participate in the design and implementation of robust, tailored information structures within the ECM environment, which enable business units to create, share, retrieve and protect information effectively, and which comply with information governance, security and records management requirements.

 

c.   Train and assist business managers and other users on the practical application of information lifecycle-management principles to digital records.

 

d.   Coordinate activities with records- and information focal points in the business units, and develop communities of practice.

 

e.   Contribute to the development of the Organization-level metadata model for the ECM platform. Promote good practice in the use of metadata for the management and retrieval of information, and for facilitating access to knowledge.

 

f.    Work with the technical team and business units to prepare for the migration of content onto the ECM platform; and participate in the development of migration strategies.

 

g.   Keep abreast of developments in the technologies and evolving practices in the field of records and information management.

 

h.   Perform other related duties as required.

  

 

3.      Requirements

 

Education (Essential)

First-level university degree in the field of information management, records and archives management, information systems management or related field.

 

Education (Desirable)

An advanced university degree in one of the aforementioned disciplines would be an advantage.

 

Experience (Essential)

At least six years of relevant professional experience, preferably in a large organization, including in digital records management and in developing file structures or taxonomies based on business needs. An advanced university degree may be accepted in lieu of two years of relevant experience.

Experience of managing content in an ECM system.

 

Experience (Desirable)

Records management experience in an international organization would be an advantage.

 

Language (Essential)

Excellent knowledge of written and spoken English.

 

Language (Desirable)

Good working knowledge of spoken and written French would be an advantage.

 

Job Related Competencies (Essential)

Comprehensive knowledge of industry standards and guidelines pertaining to records and information management. Excellent understanding of records management taxonomies and classification systems.

Practical knowledge of digital records management functionalities within an Enterprise Content Management (ECM) system.

Ability to analyze complex requirements relating to information management and evaluate different views to arrive at practical solutions.

Ability to communicate and promote records-management best practices.

High level of customer-orientation.

Ability to work effectively within mixed disciplinary teams.

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to quickly adapt to new software and tools.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

 

Job Related Competencies (Desirable)

Practical knowledge of content analysis technologies to support clean-up, categorization or migration processes.

Good knowledge of the OpenText Content Suite would be a strong advantage.

 

4.      Organizational Competencies

 

1. Communicating effectively.

2. Showing team spirit.

3. Demonstrating integrity.

4. Valuing diversity.

5. Producing results.

6. Showing service orientation.

7. Seeing the big picture.

8. Seeking change and innovation.

9. Developing yourself and others.

 

5. Information

    

Annual salary:

 

 

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment.  Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the November 2019 rate of 76.7%.  

 

 

P3
Annual salary		$60’233
Post adjustment		$46’199
Total Salary		$106’432
Currency USD

 

  

Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.

    

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

    

Additional Information

    

Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

    

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

 

The Organization reserves the right to make an appointment at a grade lower than that advertised.

 

 

   

By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

    

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.

 

_________________________________________________________________________

  

Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.

  

Additional background checks may be required.

 

Intern (Records and Archives Management). WTO, Geneva. Open until 10 January 2020

Vacancy Notice No.: EXT/ISHI/19-76 Title: Intern (Records and Archives Management) Grade: - Contract Type: Temporary appointment   Issued On: 16 December 2019                                        Application Deadline: 10 January 2020 Division:   Languages, Documentation & Information Management Duration:  From February 2020 for six months.

The Secretariat of the WTO, Records and Archives Management Section, Information Management Services, Languages, Documentation and Information Management Division regularly recruits interns. For information on conditions and required qualifications please consult https://www.wto.org/english/thewto_e/vacan_e/iypp_e.htm#WTO_Internship

General Functions 1. Catalogue, index, describe and organize information resources using the corporate electronic document and records management system (EDRMS) and other tools. 2. Review boxes containing paper-based records to locate and identify specific records. 3. Participate in the preparation of dissemination activities. 4. Assist in other records-related tasks as necessary. 5. Provide regular updates of activities to supervisor.

REQUIRED QUALIFICATIONS

Education: Recognized qualification in information management, archival science, records management. At least one year of relevant postgraduate study.

Knowledge and skills: Knowledge of international archival standards: e.g. ISAD(G), ISAAR/CPF, EAD, MoReq. Ability to describe records accurately and consistently in English. Knowledge of preservation techniques for paper-based records. Knowledge of new information technologies. Good verbal and written communication skills.

Languages: Advanced knowledge of English. A good working knowledge of French or Spanish would be an asset.

Additional Information: Remuneration: Interns receive a daily allowance of CHF 60 (including week-ends and official holidays falling within the selected period). Travel expenses to and from Geneva cannot be paid by the WTO, and such travel is not covered by the Organization's insurance. Medical health insurance coverage is mandatory in Switzerland, and interns are responsible for organizing their own health insurance prior to commencing their internship at the WTO. Eligibility: Interns are recruited from among nationals of WTO Member states. Interns will have completed their undergraduate studies in a relevant discipline (information management, archival science, records management), and shall have completed at least one year of their postgraduate studies. The minimum age for an intern shall be 21 years and the maximum age 30 years. A roster of suitable candidates is maintained from which interns are selected. In addition to the regular internship programme, the need may also arise to recruit interns at short notice for particular tasks. These recruits will also be drawn from the roster. Names will not be maintained on the roster for longer than one year.

APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION

APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.

Please note that all candidates must complete an online application form. To apply, please visit the WTO's E-Recruitment website at: erecruitment.wto.org. The system provides instructions for online application procedures.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date - Geneva (Switzerland) time - stated in the vacancy announcement.

Associate Information Management Officer, P-2. UN Secretariat, CTED, New York. Open until 8 January 2020

Posting Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER, P2 (Temporary Job Opening)
Job Code Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:	Counter-Terrorism Committee Executive Directorate
Duty Station:	NEW YORK
Posting Period:	26 December 2019 - 08 January 2020
Job Opening Number:	19-Information Management Systems-CTED-129265-J-New York (X)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                    

Org. Setting and Reporting

This temporary position is available effective as soon as possible for an initial period of six months, with the possibility of an extension. It is located in the Counter-Terrorism Committee Executive Directorate (CTED), set up to support the Security Council's Counter-Terrorism Committee. The incumbent reports to the Head of Administration, Administration & Information Office, CTED.

               

Responsibilities

Under the overall supervision of the Head of Administration, the incumbent would:
1.Research, analyse and evaluate new applications of information technology and data analytics relevant to the needs of the department and make recommendations for their deployment;
2.Implement and administer CTED online databases and portals for asset-freezing contact information, IT inventory management, office space and leave/travel management, etc.
3.Manage and maintain the UniteDocs electronic document and records management system;provide guidance and support for the use of UniteDocs and ensure electronic record keeping system standards and compliances are met; implement electronic document retention schedule and liaise with records-creating offices on the transfer and/or disposal of records;
4.Assist the Public Information Officer in maintaining and updating the content on the CTED
5.Administer the WordPress and Drupal websites and implement regular system and security updates;ensure that both restricted and non-restricted online information is appropriately arranged and secured;
6.Manage Office 365 applications, My teams, Share Point, One drive and Skype for business, provide necessary training sessions and consultations;
7.Share Point platform administration, managing and improving CETED’s intranet; creating and configuring new sites, document libraries, lists and forms;
8.Build data analytics models using the Power BI; organize and centralize data on different platforms; develop, schedule, publish reports and dashboards to meet business requirements;
9.Design or manage the production of promotional products such as posters, leaflets, reports,PowerPoint templates, etc. to support CTED public information effort.
10.Process incoming contact information obtained from staff travel to feed to the contactsdatabase which will be used to increase CTED outreach efforts using newsletters and other media.
11.Manage the design and issuance of CTED periodic newsletters through MailChimp.
12.Provide multimedia and teleconferencing support in CTED meetings as well as plenarymeetings and events in the UN conference building.
13.Manage the subscription of online article databases from Dag Hammarskjold library(UNSEIAC) or third-party providers.
14.Administer the information technology resources for users in the office and assist them introubleshooting and resolving office IT problems;
15.Manage the IT inventory and the issuance of IT equipment for travelling staff.
16.Draft and propose the annual IT and communications budget.
17.Perform any other duties as required.

               

Competencies

               

Professionalism:
Knowledge and practical experience in implementing databases, web applications, cloud computing, and web servers. Knowledge or practical experience in processing and migrating analytical data. Knowledge of scripting and programming languages. Knowledge or practical experience in WordPress website administration. Basic knowledge or practical experience in using graphic design tools, especially Adobe InDesign and Adobe Photoshop. Knowledge or practical experience in troubleshooting office IT software and operating systems. Knowledge or practical experience in office IT and software systems administration. Knowledge and practical experience in using video conference hardware and software for teleconferencing. Knowledge of logistics and management for providing IT and multimedia support in UN conference rooms. Knowledge of information management, records management, and electronic document retention. Demonstrates analytical thinking and problem solving. 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.

Teamwork:
Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings

               

Education

An advanced university degree (Master's degree of equivalent) in computer science, information systems, systems development or related field. A first-level university degree in combination with an additional two years of qualifying experience may be accepted in lieu of an advanced university degree. A first-level degree and no experience will be accepted for candidates who have passed the
United Nations Young Professionals Programme Examination (YPP), the United Nations National Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

               

Work Experience

A minimum of two years of progressively responsible experience in information technology and management, web-related development and implementation and maintenance of information systems or related area is required. No experience is required for candidates who have passed the United Nations Young Professionals Programme Examination, United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

               

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English (oral and written) is required. Knowledge of another UN official language is an advantage.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

               

Special Notice

• This position is temporarily available effective as soon as possible for an initial period of six months, with the possibility of an extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

               

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.

               

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.

Archives Associate (P-1). IAEA, Vienna. Open until 8 January 2020

Archives Associate(P1) - (2019/0603 (209732))

Organization

: MTGS-Archives Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2019-11-27, 9:59:29 AM

Closing Date: 2020-01-08, 11:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

  

Organizational Setting

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS).
The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.

Main Purpose

Under the supervision of the Unit Head, the Digital Archivist contributes to the formulation and implementation of processes for the digital management of IAEA archives and records in the custody of MTGS/ARMS. This entails the identification of appropriate metadata standards for the description of physical and digital records, including photographic and audio-visual material; the definition of digital preservation and digitization workflows in accordance with international best practices; and the implementation of these processes through a combination of hands-on work, communication and training.

Role

The Digital Archivist is:
(1) a technical analyst who researches and monitors archival and digital content metadata standards to ensure the application of best practices across archival and information systems and projects;
(2) a collaborator who can implement metadata, digitization, and digital preservation workflows and relevant procedures in close cooperation with the Records Unit and DMSU;
(3) a team member who can assist the delivery of projects relating to metadata, digitization and digital preservation;
(4) a liaison who can build relationships across the IAEA to promote the application of best practices.

Functions / Key Results Expected

Assist the team in enhancing descriptive, technical, administrative and preservation metadata in use in MTGS/ARMS systems, including the archives management system;
Under the guidance of the Unit Head, develop and implement digital preservation and digitization workflows following professional standards and best practices;
Work closely with project teams and other technologists on the implementation or development of discovery, digital preservation, and digital asset management systems;
Work closely with the team in Developing and delivering training related to metadata, digitization, and digital preservation
Perform other operational tasks linked to core archives business processes, such as transmitting electronic records with enduring value to the custody of the Archives Unit, disposition and deletion, and producing finding aids in the archives management system. This may include lifting boxes of records weighing up to 15 kg.

Competencies and Expertise

Core Competencies

Name	Definition
Planning and Organizing	Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
Communication	Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
Achieving Results	Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
Teamwork	Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name	Definition
Analytical thinking	Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Client orientation	Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Judgement/decision making	Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
Resilience	Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required Expertise

Function	Name	Expertise Description
Information Management	Analysis	Ability to collect, retrieve and analyse large volumes of information.
Management and Programme Analysis	Project Management	Knowledge of project design, monitoring and evaluation.

Qualifications, Experience and Language skills

University degree in social sciences, data sciences, information management or IT with a specialisation in Archives, Records Management or other related field.

Experience in digital archives and metadata curation within an archives or related organisation.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $37012 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 15212*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance

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Applications from qualified women and candidates from developing countries are encouraged

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above. Testing may be part of the recruitment process