Archivist - Records Management, P-3. UNHCR, Bangkok, Thailand. Open until 7 December 2020

 

Job Title              Archivist - Record Management

Job ID23386

Location Bangkok (Glob.Prog.), Thailand

Salary Grade P3

Hardship Level A

Family Location Type Family

 

Procedures and Eligibility

Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the Recruitment and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August 2017.

 

Duties and Qualifications

Archivist

 

Organizational Setting and Work Relationships

This job may exist in HQ, Bureau, or Country Operations. The incumbent may report to the Records and Archives Section, a Bureau or a country operation. In both cases, the job should follow the Records and Archives policies, standards, and guidance. The incumbent may supervise staff and work in partnership with other information management related functions. The role is to implement best practices for managing UNHCR's information during the complete lifecycle, from the planning and creation stage until the disposition of temporary information or i-preservation in UNHCR's archives.

All UNHCR staff members are accountable for performing their duties, as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR, which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies, and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.

 

Duties

These are the expected duties for all P3 archivist:

- Design and implement programs for the organization, preservation, integrity, authenticity, and accessibility of records.

- Apply UNHCR's access policy to information and archives.

- Implement and administrate records management, archives, and digital preservation platforms

- Develop guidance and best practices on information and records and archives management.

- Prepare and apply records schedules to physical and digital records

- Develop and implement strategies for the digitization of physical records

- Assist units and offices in HQ and Field to transfer physical and digital information of long-term value.

- Participate in outreach activities

- Perform other duties related to the management of information and records, and archives.

 

The lists below show additional duties is the job focuses on

 

a) Records management

- Facilitate the implementation of the records and archives management policy and advise on information governance for digital and physical material.

- Provide training on how to manage information, transfer knowledge,  and use institutional memory.

- Develop Standard Operating  Procedures (SOPs  on information and records and archives management).

- Oversee the disposition process.

- Contribute to the creation of MS Teams or Share Point sites and map content to e-SAFE or other records and archives management systems.

- Support Records Management focal points.

- Promote information governance best practices.

- Identify and provide context on material for the Archives in digital and physical format and facilitate the transfer.

 

b) Research and access

- Manage and document communications with internal and external researchers seeking access to or information from UNHCR information resources.

- Advise researchers on the availability of and restrictions on archives collections, offering guidance to identify relevant research content where required.

- Conduct on-demand research on behalf of UNHCR staff members where necessary, assisting and advising on archives collections of relevance to their subject.

- Take the lead in conducting declassification activities following UNHCR access policy.

- Analyze research trends to anticipate future access demand and to assist in resource allocation.

- Coordinate and participate in the supervision of researchers in the archives reading room.

- Coordinate and project manage archival description tasks and creation of finding aids.

- Coordinate  and project manage catalog development tasks including preparing data for upload to UNHCR's archives catalog, improving existing catalog descriptions where required.

 

c) Digital preservation

- Oversee the  web archive service

- Be responsible for the pre-ingest preparation of data sets.

- Implement  the Digital Preservation System (DPS).

- Manages digital curation and preservation tasks, looking at critical functions within DPS, in particular, the preparation of Submission Information Packages for the Digital Preservation -System.

- Manages the ingest  of electronic content into the DPS.

- Develops policies and procedures relating to Digital Preservation.

- Implements integrations between the DPS and other critical UNHCR systems.

- Manages  long term preservation projects with DIST and external parties.

- Develops additional RAS initiatives related to the care of born-digital materials.

 

Minimum Qualifications

Education & Professional Work Experience

Years of Experience / Degree Level

For P3/NOC - 6 years relevant experience with Undergraduate degree; or 5 years relevant experience with Graduate degree; or 4 years relevant experience with Doctorate degree

 

Field(s) of Education

Information Management, Archival management, History or other relevant Field.

(Field(s) of Education marked with an asterisk* are essential)

 

Certificates and/or Licenses

Archives/Record Management

(Certificates and Licenses marked with an asterisk* are essential)

 

Relevant Job Experience

Essential

6 years of experience in progressively responsible functions in relation to archives and records management in a large organisation that deals with both sensitive and non-sensitive materials. Experience with Enterprise Content Management systems with Records Management capacity. Sound operational knowledge and experience of office automation and electronic records management. Experience with digital archives with knowledge of current trends, tools, best practices, policy development, and issues associated with electronic records and their preservation. Familiarity with archival metadata standards. Sound knowledge of Digital Preservation theory and practise. Proven ability to deal with multiple tasks in a courteous and service-oriented manner in demanding working conditions that often have short deadlines.

 

Desirable

Knowledge and exposure to UNHCR Mandate, its principles, and policies towards refugees and the persons of concern to UNHCR. Experience with Web Archiving and Digital Preservation Systems.

 

Functional Skills

RC-Archives-Audio Visual Archives

RC-Digital archives delivery and management

RC-Enterprise content and records management systems

RC-Information appraisal

RC-Records and archives program implementation

RC-Records Management and Archives Principles, Practices and Standards

RC-Records Management Systems

(Functional Skills marked with an asterisk* are essential)

 

Language Requirements

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

 

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

 

Position Competencies

C001L3 - Accountability Level 3

C002L3 - Teamwork & Collaboration Level 3

C003L3 - Communication Level 3

C004L3 - Commitment to Continuous Learning Level 3

C005L3 - Client & Result Orientation Level 3

C006L3 - Organizational Awareness Level 3

M002L3 - Managing Performance Level 3

M003L3 - Judgement and Decision Making Level 3

X001L3 - Analytical Thinking Level 3

X003L3 - Technological Awareness Level 3

X005L3 - Planning and Organizing Level 3

 

Additional  Information

The UNHCR workforce consists of many diverse nationalities, cultures, languages and opinions. UNHCR seeks to sustain and strengthen this diversity to ensure equal opportunities as well as an inclusive working environment for its entire workforce. Applications are encouraged from all qualified candidates without distinction on grounds of race, colour, sex, national origin, age, religion, disability, sexual orientation and gender identity.

 

Additional  Information

Please note that UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing, training or any other fees).

Closing Date

Please note that the closing date for vacancies in this addendum is Monday 7 December 2020 (midnight Geneva time).

Information Management Officer, P-3. UN Secretariat, OCHA, Bangkok. Open until 27 April 2015

Posting Title: Information Management Officer, P3 Job Code Title: INFORMATION MANAGEMENT OFFICER Department/ Office: Office for the Coordination of Humanitarian Affairs Duty Station: BANGKOK

Posting Period:

26 February 2015-27 April 2015

Job Opening number:

15-IMA-OCHA-40502-R-BANGKOK (X)

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

Special Notice This post is funded for a finite period of one year. Extension of the appointment is subject to extension of the mandate and/or the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. Org. Setting and Reporting This position is located in the Regional Office for Asia and the Pacific of the Office for the Coordination of Humanitarian Affairs (OCHA) in Thailand, Bangkok. The Information Management Officer reports to the Regional Information Management Officer. Responsibilities Within delegated authority, the Information Management Officer will be responsible for the following duties: • Supporting emergency response operations through the provision of information management support. This support will be provided through surge deployments to rapid onset disasters or provided ‘remotely’. • Participates in the development, implementation and evaluation of assigned programs/ projects in the area of humanitarian information management. Monitors and analyses program/project development and implementation; reviews relevant documents and reports; identifies problems and issues to be addressed and proposes corrective actions. Liaises with relevant parties; identifies and tracks follow- up actions with an emphasis on standards, development. • Carries out information management functions according to relevant technical specializations such as information coordination; geographic information systems (GIS) and mapping; infographics and visualization; database development and management; web development; social media analysis or coordinated assessment analysis. Provides information management advice and technical support and oversees the development and maintenance of internal information systems. • Within the area of technical specializations, supports the development and management of humanitarian community information products such as contact directories and email distribution systems, ‘who does what where’ databases, cluster/ sector web portals, meeting and event calendars, common operational datasets (CODs), coordinated assessment products; and inter-cluster analysis. These products are to be based on global OCHA standards where available. • Performs consulting assignments in the management of information in disaster preparedness, disaster response and early recovery, in collaboration with clients, by planning and facilitating workshops, seminars, proposing agenda topics, identifying participants, preparation of documents and presentations, etc; and makes presentations on assigned topics/activities. Participates in or lead field missions, including provision of guidance to external consultants, government officials and other parties and drafting mission summaries, etc. • Collects, manages, analyses and visualizes data and information to support OCHA and partner organizations to prevent, mitigate, prepare for, and respond to humanitarian emergencies. Undertakes survey initiatives; designs data collection tools; reviews, analyses and interprets responses, identifies problems/ issues and prepares conclusions. Researches, analyses and presents information gathered from diverse sources, including in the area of natural hazards, social vulnerability and disaster management. Contributes to OCHA- managed information products such as situation reports, humanitarian bulletins, secondary data reviews and internal reports. Prepares various written and info-graphic outputs, e.g. draft background papers, analysis, sections of reports and studies, inputs to publications, maps, graphs etc. • • Builds partnerships with information management counterparts in other agencies and governments in order to enable and promote the coordinated collection, management, analysis and visualization of data and information. • Performs other duties as required. Competencies • Professionalism: Knowledge and understanding of theories, concepts and approaches relevant to the management of information in complex emergencies, disaster preparedness, disaster response and early recovery; Knowledge of Geographic Information Systems and graphic design software such as Adobe Illustrator; Ability to identify issues, analyse humanitarian trends and participate in the resolution of issues/problems; Ability to conduct data collection using various methods; Conceptual analytical and evaluative skills to conduct independent research and analysis, including familiarity with and experience in the use of various research sources, including electronic sources on the internet, intranet and other databases; Ability to apply judgment in the context of assignments given, plan own work and manage conflicting priorities; 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • 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. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education Advanced university degree (Master's degree or equivalent) in Disaster Management, Emergency Management, Geographic Information Systems, Information Management, Information Systems, Information Technologies, Social Sciences or a related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of five years of progressively responsible professional experience in managing information in a disaster management, emergency management, humanitarian crisis or related area. Relevant field experience, managing information in a conflict or disaster context at the international level is desirable. Experience in the region is desirable. Experience in the UN common system is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview. United Nations Considerations Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date. Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira. 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.

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.