Records Management Consultant. UNICEF, New York. Open until 13 July 2016

Job Number: 496670 | Vacancy Link
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments. UNICEF has over 12,000 staff in more than 145 countries.

BACKGROUND
UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories.  All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015.  The HR record management system has begun to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g.,  SAP (VISION), PageUp Talent Management system and Neocase Case Management system.


Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Management Consultant, under a consultancy, to deliver the following:

1. Support maintenance of HR's Records Management (Gimmal) implementation – and update as required -- in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation. 
2. Coordinate migration of documents to Records system control Quality and completnes  of the uploaded documents.  
3. Maintain the records management system classification scheme.Work closely with ECM Project and communicate with key stakeholders to proactively ensure understanding of the interrelationship of records and business processes. 
4. Lead the Field Office digitalization and OSF Verification project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management.  
5. Support GSSC in updating of Designation of Beneficiaries documents and upload to Records Centre.  
6. Work closely with DHR Performance Management unit to support updates and access to PER's in Records System  
7. Provide technical and other support to the Human Resource function to digitize the Official Status Files of local staff in country offices while maintaining the highest standard of accuracy, efficiency, and security.  Ensure the completion of the digitization of the remaining ("delta") OSF of International Professional staff and NYHQ General Service staff.  
8. Provide any training to staff in accessing and managing records.  Provide support to users and IT in troubleshooting issues and proposing solutions.  

Qualifications

• Candidate undertaking the assignment should have a minimum of six (6) years of experience in Information Management and Project Management or Human Resources related projects for the United Nations system or other international organizations.   

• A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field.  A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree. 

• Experience with Records Management system based on SharePoint preferably with Gimmal platform.  And also experience with large scale digitization projects in the international environment.   

• Hands on experience in conducting training on IT System and Human Resource business processes in the United Nations context.  

• Experience with SharePoint including design and development of web pages and sites. 

• Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion. 
• Knowledge of and experience with the ERP systems 

Requirements
Please provide a cover letter and the United Nations Personal History Form (P11) highlighting previous engagements which meet the qualification criteria described above. Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above.  Applications submitted without a daily/monthly rate will not be considered.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.


Opening Date 1 Jul 2016 Eastern Standard Time
Closing Date 13 Jul 2016 Eastern Standard Time

Records Manager, Consultant. UNICEF, New York. Open until 18 February 2016

Records Manager - DHR, Consultant, NYHQ

Job Number: 494015 |
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy

About UNICEF
UNICEF was established in 1949. UNICEF promotes the rights and wellbeing of every child, in everything we do.  Together with our partners, we work in 190 countries and territories to translate that commitment into practical action, focusing special effort on reaching the most vulnerable and excluded children, to the benefit of all children, everywhere. UNICEF has some 11,600 staff in more than 145 countries.


BACKGROUND

UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories.  All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
In this regard, UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015.  The HR record management system is beginning to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g.,  SAP (VISION), PageUp Talent Management system and Neocase Case Management system.


Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Manager, under a consultancy, to deliver the following:

1. Lead the maintenance of HR's Records Management (Gimmal) implementation – and update as required -- in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
   
2. Maintain the records management system classification scheme. Develop, maintain and update organizational retention schedule for new HR records. Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes.
   
3. Lead the Field Office digitalization project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management.  Manage Field Office digitization team.
   
4. Provide technical and other support to the Human Resource function to digitize the Official Status Files of local staff in country offices while maintaining the highest standard of accuracy, efficiency, and security.  Ensure the completion of the digitization of the remaining ("delta") OSF of International Professional staff and NYHQ General Service staff.
   
5. Provide support to the development and implementation of other Human Resources records including Executive and Legal records.
   
6. Provide support to the implementation of the Continuing Appointment project by ensuring that that the required data and documentation is captured in Talent Management and SAP VISION systems. 
   
7. Support Talent Management project management. Provide Talent Management system training for UNICEF Field Office and support for system users. Support promotion and information campaign including design of the promotion materials. Serve as web developer support for Talent Management project.
   
8. Provide any training to staff in accessing and managing records.  Provide support to users and IT in troubleshooting issues and proposing solutions.

Qualifications

• Candidate undertaking the assignment should have a minimum of six (6) years of experience in Information Management and Project Management or Human Resources related projects for the United Nations system or other international organizations.
  
• A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field.  A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.
  
• Experience with Records Management system based on SharePoint preferably with Gimmal platform.  And also experience with large scale digitization projects in the international environment.
  
• Hands on experience in conducting training on IT System and Human Resource business processes in the United Nations context.
  
• Experience with SharePoint including design and development of web pages and sites.
  
• Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion.
  
• Technical skills and experience in Web design, for example, using html, CSS, JavaScript, PHP, MySQL, Bootstrap
  
• Other technical skills including design using Adobe Package (Photoshop, Illustrator, InDesign).
  
• Knowledge of and experience with the ERP systems

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.

Human Resources Assistant (Registry & Records), G-4. ICAO, Montreal. Open until 11 September 2015

POSITION INFORMATION Post Title:	Human Resources Assistant (Registry & Records)	Vacancy Notice:	2015/38/G 105593
Level:	G-4	Posting Period:	28 August – 11 September 2015
Duty Station:	Montréal	Date for entry on duty:	After 11 September 2015

THE ORGANIZATIONAL SETTING

The Staff Employment and Administration Section (SEA) is one of three Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA is dedicated to operational aspects of HR management and service, such as contract management, benefits and entitlement administration, separation handling and servicing retirees, administration of social security and pension benefits, staff accreditation matters and oversight of the medical clinic.

The incumbent reports directly to the Chief, SEA who provides general guidance and with whom s/he consults on complex technical issues.



 MAJOR DUTIES AND RESPONSIBILITIES

Function 1 (incl. Expected results)


Ensures maintenance of registry system,
achieving results such as:

• Set up and maintenance of the HR registry system in accordance with ICAO rules and procedures.

• Open of new subject files as required and disposal of old files in accordance with the established retention schedule.

• Maintain the archives, making sure files are properly stored and accessible; safe keeping of documents.

• Provide photocopies of material from the confidential registry files, as requested by staff.

• Assist in the collection of reference and background material from registry files.

• Preparation of correspondence and reports related to registry activities.

• Participate in the creation and maintenance of an electronic registry system for Human Resources.


Function 2 (incl. Expected results)


Provides effective records management,
achieving results such as:

• Receive, register code documents, letters and other correspondence and store in proper files. Review, record and sort incoming and outgoing mail and maintain a register therefor.

• Establish and maintain file movements within Human Resources and to the Office of the Director, ADB using an established tracking system.

• Follow-up on actions to be taken by the relevant HR Sections.

• Verify completeness and accuracy of returned files and determine the need for the creation of new files.

• Maintain and update the list of registry files on regular basis, including the classification of files.


Function 3 (incl. Expected results)


Performs quality control functions, achieving results such as:


• Ensure that paper files are complete, and documents are in chronological order and that all paper and electronic records on file are correctly classified and identified.

• Ensure that files do not contain non-record material and that copies or cross-references by other appropriate means are made for all relevant files in the case of a multiple-subject record.

• Ensure that data entries are complete and accurate according to Records Management procedures, such as keywords, dates, type of document, etc. and that duplicate records are removed.


Function 4 (incl. Expected results)


Maintains a well-organized and user-friendly Records and Registry Room for effective access and information retrieval,
achieving results such as:

• File documents into appropriate folders and ensuring that confidential files are secured.

• Ensure that the labelling and placement of folders in order in the relevant filing rooms/cabinets and inactive files removed and sent for archiving. Review on a daily basis the SEA in-box for incoming faxes and distribute to appropriate staff for action.

• Ensure the accurate provision of files, documents or information requested by determining the subject of the inquiry and the correct file title and number through searching the records management and other databases, through the knowledge of ICAO organization and operations or through consultation with clients.

• Provide timely information to the user(s) in the case of complex inquiries, of not only the file on which the desired record has been placed but also related files which may be necessary to provide complete background to the situation or to enable the user to take the appropriate action.

• Consult or refer clients to other appropriate resources.


Function 5 (incl. Expected results)


Performs a variety of functions related to office support and statistics and surveys,
achieving results such as:

• Assist the HR Assistant (Office Support) in managing incoming/outgoing mail.

• Provide back up support in terms of processing staff accreditation and United Nations Laissez-Passer (UNLPs).

• Ensure an adequate and timely supply of stationery items are available to the Sections.

• Maintain a calendar of activities of SEA.


Function 6


Performs other related duties, as assigned.

 QUALIFICATIONS AND EXPERIENCE

Educational background


Successful completion of secondary education, including relevant training in office automation courses.


Professional experience and knowledge


Essential


• At least four years of experience in administrative/clerical work.

• Knowledge of office automation techniques for text processing and contemporary software including loading files on a web environment.

• Knowledge of filing and registry procedures.


Desirable


• At least two years of experience with an international organization or a government.

• The ability to use relevant software applications.


Language skills


Essential


Fluent in reading, writing and speaking abilities in English and French.


Desirable


Knowledge of any of the other languages of the Organization (Arabic, Chinese, Russian, Spanish).


Competencies


1.
Accountability: The willingness and ability to accept responsibility for oneself and one’s responsibilities; taking ownership for actions and outcomes.

2.
Creativity: The willingness and ability to develop new ideas, improve existing processes, and thinking "outside of the box".

3.
Client Orientation: The willingness and ability to see things from the clients’ perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.

4.
Commitment to continuous learning: The willingness and ability to engage in self-development, keep oneself up-to-date with new developments, help others to learn and learn from others.

5.
Planning and Organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.

 
CONDITIONS OF EMPLOYMENT

It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate).

ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.

ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).

ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration:	Level		Net Base Salary per annum
G-4		CAD 33,386

HR Information Management Assistant, G-5. ESCAP, Bangkok. Open until 7 September 2014

Posting Title: HR Information Management Assistant, G5 Job Code Title: INFORMATION MANAGEMENT ASSISTANT Department/ Office: Economic and Social Commission for Asia and the Pacific Duty Station: BANGKOK Posting Period: 8 August 2014-7 September 2014 Job Opening number: 14-IMA-ESCAP-36849-R-BANGKOK (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Special Notice Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the ESCAP office, irrespective of nationality and length of time the candidate may have been in the country. If no suitable local candidate is identified, candidates residing abroad may be considered. The candidate is responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer. Org. Setting and Reporting The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote regional cooperation for inclusive economic and social development in the Asian and Pacific region. ESCAP’s role as a regional development arm of the United Nations Secretariat is to support its membership, through its analytical, normative and technical cooperation activities, to respond to the development priorities and changing needs of the Asian and Pacific region. This position is located in the Human Resources Data Management Unit, Human Resources Management Section, Division of Administration. The HR Information Management Assistant reports directly to the Chief of Human Resources. Responsibilities Within the delegated authority, the HR Information Management Assistant will be responsible for the following: Records Management • Serves as custodian of Official Status files at ESCAP and first point of contact on any request regarding such files. • Updates Official Status files on an ongoing basis, ensuring accuracy and confidentiality. • Conducts end-user training relating to standard electronic record keeping systems and HR IT tools for Section staff. • Supports the development and maintenance of the Section’s website • Registers Section’s incoming and outgoing records in electronic record keeping system. • Maintains Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation. • Participates in records management projects in the Section, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to off-site archives. • Assists in the accession, disposition, description, and database updating activities as they relate to records-related projects. • Satisfies requirements for the procurement, payment and inspection of goods and services using UN ERP systems. • Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyses retention schedules and precedents in support of disposition decisions. • Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities. • Oversees internal records retrieval, loan, reproduction and staff clearance operations. • Participates in maintaining the Section’s reference database. Documents • Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications. • Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites. • Provides document delivery services as required. General • Coordinates the UN Internship Programme for ESCAP and other client entities. • Coordinates office and stationery supplies for the Section, including planning, monitoring, ordering and stocking responsibilities with a view to Section requirements. • Supports the Coordinator of the Unit in basic LAN administration duties and HRIT tools utilized by the Section. • Conducts research as requested by more senior staff. Competencies Professionalism - Knowledge and understanding of the functions and organization of human resources management; ability to quickly learn and understand relevant operational and administrative policies, practices and procedures; ability to research, select, organize and summarize data and information required for reports, studies, briefings, etc.; tact and discretion in dealing with highly confidential matters; resourcefulness and innovation in finding alternative ways to produce quality work; strong initiative in everyday work. 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. 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; ability to manage challenging and persistent clients in a reasonable manner, including in telephone and written communications; 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. Planning and Organizing - Identifies priority activities and assignments; demonstrates effective time management and ability to prioritize and plan own work to meet designated deadlines with minimal supervision. Ability to plan, schedule, and coordinate a number of events simultaneously in the context of a busy front office environment. Ability to use appropriate IT tools to enhance planning and organizing in an office setting; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning. Education High school diploma or equivalent; first level university degree desirable. Additional training in human resources management, archives/records management or related area is an asset. Work Experience Five years of progressively responsible experience within human resources management, administrative services, or related field is required. Advanced proficiency using Microsoft Office applications is required. Experience in website maintenance is required. Familiarity with UN human resources policies, procedures and practices is desirable. Familiarity with ERP systems (e.g., IMIS, Inspira, etc.) and other human resources data management tools is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in written and spoken English is required. Knowledge of another official United Nations language is an advantage. Assessment Method Qualified applicants will be evaluated through a competency-based interview and/or other assessment methods. United Nations Considerations The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. 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.