| Posting Title: | Records and Information Management (TJO), P4 (Temporary Job Opening) |
| Job Code Title: | INFORMATION MANAGEMENT OFFICER |
| Department/Office: | Office of the IIIM-SYRIA |
| Duty Station: | GENEVA |
| Posting Period: | 09 March 2021 - 07 April 2021 |
| Job Opening Number: | 21-Information Management Systems-IIIM-SYRIA-151582-J-Geneva (X) |
| Staffing Exercise | N/A |
Org. Setting and Reporting
This position is located within the Information Systems Management Section (ISMS) of the International, Impartial and Independent Mechanism to Assist in the Investigation and Prosecution of Persons Responsible for the Most Serious Crimes under International Law Committed in the Syrian Arab Republic since March 2011 (IIIM), located in Geneva, Switzerland. The Information Management Officer (Records and Information Management) will support the development and implementation of a tailored information governance framework for the Mechanism in line with United Nations standards and best practices and will be under the direct supervision of the Chief of ISMS and the overall direction of the Deputy Head.
ResponsibilitiesWithin delegated authority, the Information Management Officer (Records and Information Management) is responsible for the following duties:
- Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the IIIM’s records and archives and delivery of reference services, archival description and systems management.
- Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records.
- Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives.
- Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems.
- Provides advisory services IIIM-wide on recordkeeping practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to recordkeeping practices, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records; organizes and maintains UN records; preserves and disposes, identifies and protects vital records; and drafts and informs relevant Information Governance strategies, policies and procedures, with an emphasis on technological applications.
- Attends IIIM Management Team meetings as required to update and advise on IIIM records management matters.
- Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
- Evaluates and pilots established and emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, classification and information protection systems) to develop strategies for integrating records created in diverse systems into electronic recordkeeping systems; to plan and develop migration strategies for archival preservation of both electronic and paper records and to develop and maintain expertise necessary to advise the IIIM in the management of electronic records.
- Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description program requirements.
- Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
- Provides technical services for the Section by evaluating hardware and software requirements, recommends purchases, tracks requisitions and monitors expenditures; oversees installation of hardware; ensures that technical problems are resolved expeditiously; and oversees the implementation of the IIIM’s electronic recordkeeping systems.
- Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value; manages records accession and disposition functions by applying the life-cycle concept to information assets by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; and supervises General Service staff in implementing related tasks.
- Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section’s holdings; and assures the delivery of records and/or copies.
- Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitization of finding aids and records and their electronic dissemination.
- Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials; implements access and declassification determinations; facilitates declassification reviews by liaising with records-originating offices; and ensures the physical security and safety of the IIIM’s records.
- Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management.
- Develops client outreach strategy and programme and coordinates its implementation.
- Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards.
- Develops training materials and user manuals; trains staff in the use of the recordkeeping system assigned. Evaluates the performance of vendors and certifies invoices, as necessary.
- Assists in program administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the program budget, etc.
- Performs other duties as assigned.
• PROFESSIONALISM: Knowledge of enterprise content management systems. Knowledge of information management, archival, record keeping and record disposition, including in connection with legal, judicial or investigative proceedings, with their associated considerations, e.g. legal hold, preservation and disclosure obligations, and eDiscovery. 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. 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.
• 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.
• 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.
• TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Advanced university degree (Master’s degree or equivalent) in archival, information science, library science, information systems, social science or related field. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree.
Work ExperienceA minimum of seven (7) years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required.
A minimum of five years of progressively responsible experience in electronic records management is desirable.
Experience implementing UN Secretariat records management requirements is desirable.
Experience configuring Microsoft SharePoint is desirable.
Experience with Microsoft Advanced Information Management is desirable.
Experience with Microsoft Dynamics is desirable.
Experience in an international criminal law setting is desirable.
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 Arabic is desirable. Knowledge of another UN official language is also desirable.
AssessmentEvaluation of qualified candidates may include a desk review and/or an assessment exercise which may be followed by competency-based interview.
Special Notice• The temporary position is intended to fill the functions of short-term duration for 364 days with an estimated start date as soon as possible.
• The duration of the appointment is subject to the availability of funds.
• Fulfillment of the responsibilities of this position may necessitate engagement with material and/or information that may be distressing.
• Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
• Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position.
• A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further "stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…" Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.
• 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. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.
• The expression "Internal candidates", shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.
• For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
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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