| Posting Title: | Supervisor/Information Management Assistant, G6 (Temporary Job Opening) |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | Executive Office of the Secretary-General |
| Duty Station: | NEW YORK; NEW YORK; |
| Posting Period: | 08 April 2021 - 15 April 2021 |
| Job Opening Number: | 21-Information Management Systems-EOSG-153476-J-New York (R) |
| Staffing Exercise | N/A |
Org. Setting and Reporting
The position is located in the Central Records Unit (CRU) of the Executive Office of the Secretary-General (EOSG). The incumbent reports to the Chief of the CRU.
The primary role of the Central Records Unit is to receive, register and efficiently process all correspondence addressed to EOSG stakeholders. The CRU acts as an official repository of EOSG records and performs retrieval functions. The Unit also undertakes variety of information management and business process improvement projects.
Within delegated authority and under the direct supervision of the Chief of the Central Records Unit (CRU), the Information Management Assistant is expected to perform the following duties:
•Assists the Chief of CRU in the overall management and administration of the Unit, including provision of substantive and administrative support in managing priorities and workflows.
•Assists in overseeing work of office support staff (Records Assistants) and managing performance; organizes, plans, controls, coordinates and oversees the daily activities of the Records Assistants to ensure efficient and effective processing of EOSG correspondence and equitable distribution of work; trains office support staff in relevant procedures; monitors completion of work on daily basis; regularly reports on workload statistics; takes full responsibility for time management and scheduling on behalf of the Head of CRU with appropriate consultation.
•Assists in managing other activities and work processes to ensure that management directives
and decisions are properly carried out and services are delivered timely; identifies and brings sensitive and urgent issues to the attention of the Chief of CRU.
•Screens, prioritizes and distributes for logging all incoming correspondence, monitors and clears the SGCentral shared e-mail account; decides, according to existing procedures on the appropriate course of action for various messages, including logging for action, logging for information, forwarding to other offices, Departments, Funds and Programmes; performs database searches to retrieve correspondence; provides backup support to the Records Assistants in logging correspondence when and as needed; exercises quality control function for all correspondence logged by the CRU staff in the Unite Correspondence; receives, handles, processes and classifies sensitive information.
•Independently handles a wide range of complex information requests and inquiries (e.g. answer requests requiring file or other research); responds, or drafts responses, to a diverse range of correspondence and enquiries both within the EOSG and from outside, including from external entities and Member States; Coordinates extensively with service units and liaises frequently with colleagues from other EOSG Units and other Departments.
•Establishes/improves standard operating procedures on correspondence distribution, information management, use of information systems and maintenance of data in the EOSG to ensure smooth functioning of the Unite and the other document and information management (paper and electronic) systems.
•Liaises with the ICT Service Provider with regards to any technical IT-related issues, including databases and email systems performance issues.
•Manages, updates and further develops internal databases and spreadsheets; maintains the Unite Docs access and distribution groups in iNeed system to ensure data is up-to-date.
•Provides IT training to EOSG end-users, including on the use of standard databases and systems, including Unite Docs and Umoja.
•Provides Unite Docs/Correspondence troubleshooting services to EOSG end-users, including identification of problems and solutions and/or liaising with the OICT to ensure prompt resolution of the problem.
• Contributes to the preparation of data sets, being responsible for the acquisition and initial cleaning of data from primary and secondary data systems and documents data sets used.
• Contributes to the creation and maintenance of databases, contributes to data collection projects products, tools and processes to extend the capabilities of client offices.
•Oversees information management and business process analysis projects to enhance management and flow of EOSG's information and correspondence.
•Serves as Officer-in-Charge (OIC) in the absence of the Chief, CRU.
•Performs other related work as and when necessary.
Professionalism:
A thorough knowledge and understanding of the organization and the organizational structure and respective roles of related units, departments and agencies. Ability to apply various operational and administrative policies, practices and procedures, including those of information and records management field as well as Unite documents/content management system (Docs and Correspondence); Expert knowledge of O365 suite applications, including SharePoint Online and the FileNet-based applications; ability to search databases, select and summarize information is required. Ability to exercise tact and discretion in dealing with confidential matters; Ability to handle and manage sensitive information and knowledge of the organizational policies on that matter; Efficiency in meeting commitments, observing deadlines and achieving results. Demonstrated use of initiative and creativity to effectively attain objectives. Ability to identify issues, formulate opinions, make conclusions and recommendations. Ability to interpret and analyze a wide variety of data and information. Uses analytical skills and experience to assist in organizing, managing, and disseminating of information with attention to detail and accuracy Speaks and writes clearly and effectively. Ability to work well with written text, undertake research and gather information from standard sources. Knowledge of the United Nations standard editorial and correspondence guidelines and manuals. 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 and Organizing:
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation:
Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
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.
Managing Performance:
Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.
Judgement / Decision Making: Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impacts of decisions prior to making them; takes decisions with an eye to the impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.
High school diploma or equivalent is required.
Work ExperienceA minimum of seven years of relevant experience in information/records management/data entry and analysis such as working with file classification schemes, catalogue systems and large, complex databases is required.
Experience in preparation of and cleaning datasets, and preparation of analytical reports is required.
Experience working in a high-level office, such as EOSG or in a similar setting, in and international organization, managing information is required
Expert knowledge of O365 suite applications, including SharePoint Online and the FileNet-based applications is required.
Operational experience, including troubleshooting, with documents and information management systems like Unite Docs or Correspondence or similar systems is desirable.
Experience working in information management projects, including development and implementation of file classification schemes is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in spoken and written English is required. Knowledge of another official United Nations language is an asset.
AssessmentEvaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
Special NoticeThis position is temporarily available for an initial period of 365 days with possible extension. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application.Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.
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.
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.
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.
