Intern - Information management - Archives and Knowledge Management. UN-Habitat, Nairobi. Open until 8 April 2015

Posting Title: INTERN - INFORMATION MANAGEMENT - Archives and Knowledge Management, I Job Code Title: INTERN - INFORMATION MANAGEMENT Department/ Office: United Nations Human Settlements Programme Duty Station: NAIROBI

Posting Period:

24 March 2015-8 April 2015

Job Opening number:

15-IMA-UNHABITAT-41769-R-NAIROBI (O)

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

Special Notice Your application for this internship must include; 1. A Completed application (Personal History Profile) through the UN careers Portal. Incomplete applications will not be reviewed. In your Personal History Profile (PHP), be sure to include all past work experiences, IT Skills, and three references. 2.An accompanying letter (cover note) that includes; Title of degree you are currently studying, Graduation date (when you will be graduating from the programme), List the IT skills and programmes that you are proficient in using, and Explain why you are the best candidate for the internship and what you hope to gain from the internship. 3. A letter from your university clearly indicating the status of your enrollment, what programme you are enrolled in and the anticipated date of graduation from the programme. Due to a high volume of applications received, ONLY successful candidates will be contacted. Org. Setting and Reporting The United Nations Human Settlements Programme, UN-Habitat, is the agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. The UN-Habitat Information Services Section internship is for 6 months. The Internship is UNPAID and full-time. Interns work five days per week (35 hours) under the supervision of a staff member in the department or office to which they are assigned. Responsibilities Daily responsibilities will depend on the individual's background; the intern's assigned office as well as the internship period. Under the direct supervision of the Head, Knowledge Management Support Unit (office), the intern will: 1. To participate in processing of the audio-visual collection. 2. To participate administration and managing content in the Archives Management System. 3. To participate in records appraisal and disposal. 4. To identifying, scan and upload documents to the “Project Accrual and Accounting System” ( PAAS). 5. To assist in the administration and re-design of the intranet. Competencies Core Competencies: 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 the audience -Demonstrates openness in sharing information and keeping people informed 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 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 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 Applicants must be enrolled in at least the third year of a first university degree program or in a graduate school (second university degree or higher) program at the time of application, commencement and during the internship. Be computer literate in standard software applications; Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter; and Have a demonstrated the ability to successfully interact with individuals of different cultural backgrounds and beliefs, which include willingness to try and understand and be tolerant of differing opinions and views. Studies in Information Science required. Work Experience Applicants are not required to have professional work experience for participation in the programme. Languages English and French are the working languages of the United Nations Secretariat. For the internship, fluency in oral and written English is required. Knowledge of a second official UN language preferably French is desirable. Assessment Method Potential candidates will be contacted by hiring manager directly for further consideration. 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. 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.

Information Management Assistant, G-5. UN-HABITAT, Nairobi. Open until 13 October 2010

Job Title

INFORMATION MANAGEMENT ASSISTANT, G5

Department/ Office

UNITED NATIONS HUMAN SETTLEMENTS PROGRAMME

Duty Station

NAIROBI

Posting Period

13 September 2010-13 October 2010

Job Opening number

10-ADM-UN HUMAN SETTLEMENTS PROGRAMME-16256-R-NAIROBI

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

Organizational Setting and Reporting

The United Nations Human Settlements Programme, UN-HABITAT, is the United Nations agency for human settlements. It is mandated by the UN General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. This position is located in UNHABITAT, Information Management Unit (IMU) of the Information Services Section (ISS) at the Nairobi duty station.

Responsibilities

Under the supervision of the Head of Unit, the incumbent will perform the following duties:

1. Archives and Records Management; Survey and appraise records in all UN-HABITAT offices and create electronic file lists for records transfer to secondary storage; Maintain a register of incoming and outgoing records and enter the information into the database; Maintain local reference database for easy retrieval; Create and maintain manual accession records and provide information to client staff; Support disposition operations on transfer procedures and documentation of scheduled records and analyze retention schedules and precedents in support of disposition decisions; Participate in the archival arrangement and description of records and provide records content analysis; Conduct end user training relating to the established electronic records keeping system; Support reference services, responses to common enquiries and assist users to access documents in the Records Centre and Archives; Assist with the maintenance and categorization of Audio Visual records; Support the preservation of archival records.

2. Library and Information Management; Perform library circulation functions; Provide statistical data for assessing the usefulness of information material acquired by UN-HABITAT for the Library; Support the selection of material for selective dissemination of information to targeted staff members; Review, evaluate, recommend and acquire printed and electronic materials to be added to the library collection; Perform digitization functions, including scanning, and uploading digital items to designated repositories; Update the UN-HABITAT Intranet; Provide intranet administration and maintenance support through managing users, documents upload and content management.

3. Perform other duties as assigned by the Head of Unit.

Competencies

Professionalism: Knowledge of electronic record keeping and relevant information systems and networks; Ability to undertake independent research, Maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy; Ability to identify and assess issues and develop accurate retrieval tools for relevant records; 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; Remains calm in stressful situations.

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.

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.

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.

Education

Completion of secondary education is required. Additional technical training in archives and electronic records management is highly desirable.

Work Experience

At least 5 years of progressive responsible experience in library work, archives, information network or related fields with focus on records management.

Languages

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

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.

Special Notice

Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred in order to take-up the appointment. Staff members are subject to the authority of and assignment by the Secretary-General. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.