Senior Archives/Records Officer. IMF, Washington. Open until 13 December 2018

Senior Archives/Records Officer - ITDIS (Job Number:1800916)

• This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s new employment rules taking effect on May 1, 2015.

Description

 

The International Monetary Fund is hiring a Senior Archives/Records Officer to work in its Information Technology Department Knowledge Management and Outreach Systems Division.

Duties and Responsibilities: 

 

Under the general supervision of the Section Chief for Archives and Records Management - the Senior Archives/Records Officer serves as the team leader of the Records Management unit and assists the Section Chief in planning, organizing, and managing the work of the unit. He/She is responsible for the day-to-day management of (a) the enterprise records management program (including departmental electronic and paper records) and the centralized management of semi-active and vital records. The Senior Archives/Records Officer is also responsible for providing intellectual leadership to the Records Management unit and for developing strategies and plans for managing the IMF’s records – both paper and electronic. 

 

Specific responsibilities of the Senior Archives/Records Officer include the following:

• Manages the IMF’s records management work program;
• Works with internal and external information management stakeholders to ensure the IMF’s records management program is in line with internal work practices and international standards in terms of information security, audit compliance, enterprise taxonomy and access to information;
• Maintains IMF records management policies and operational procedures;
• Serves as the primary source of expertise in records management for the institution;
• Develops and oversees the implementation of programs that ensure the accessibility, integrity, authenticity, and security of Fund records throughout their life cycle;
• Develops and implements file plans and retention schedules in collaboration with IMF departments;
• Manages the contract for offsite storage of semi-active physical records;
• In connection with the IMF's business continuity program, leads efforts for the continuous identification and safeguarding of records essential to the restoration of normal business operations;
• Engages with IT project teams to ensure compliance with IMF records management policies and practices;
• Works closely with the team leader of the Archives unit to ensure smooth appraisal and disposition of IMF records – either destruction or transition to Archives;
• Maintains a communications and outreach plan to guide departmental staff on the consistent application of IMF records management practices;
• Maintains a training program to ensure that departmental staff are adequately skilled at using IMF records management systems;
• Promotes the professional development of team members and contributes to performance appraisals.

Qualifications

 Educational development, typically acquired through the completion of an advanced university degree in records management and documents management, archives management, library and information sciences, or related field of study, or professional certification in records management (CRM), supplemented by a minimum of four years of relevant professional experience, is required; or a bachelor degree in a related field plus a minimum of ten years of relevant professional experience, including professional certification in records management (CRM), is required. 

 

In addition to these qualifications, the successful candidate should have the following:

 

Skills

• Strong analytical and problem-solving skills;
• Ability to balance strategic thinking against tactical decision-making;
• Strong interpersonal skills and ability to work collaboratively as a member of a team;
• Ability to quickly grasp how emerging technologies work and how they might be applied to achieve business value for the IMF;
• Ability to influence senior stakeholders across multiple business units;
• Facilitation and conflict management skills that enable effective working relationships;
• Interpersonal skills that create openness and trust among colleagues;
• Ability to communicate orally and in writing in a manner that is compelling, convincing, and reassuring to both technical and non-technical audiences;
• Ability to interact with staff from diverse cultures and backgrounds.

• 
  

Experience:

• Knowledge of international standards and best practices in archives and records management;
• Experience in implementing and managing a centralized records management program in a large organization, including the management of electronic records;
• Experience with Enterprise Content Management Systems, including SharePoint, is highly desirable;
• Experience with design thinking and other modern ways of engaging with stakeholders.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.

Archives/Records Officer. IMF, Washington. Open until 11 December 2018

Archives/Records Officer - ITDISIG (Job Number:1800908)

• This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s new employment rules taking effect on May 1, 2015.

Description

 

The International Monetary Fund is looking to hire an Archives/Records Officer in its Knowledge Management and Outreach Systems Division of the Information Technology Department.

Duties and Responsibilities:
 

Under the general supervision of the Section Chief for Archives and Records Management and the direct management of the Team Lead for Records Management - the Archives/Records Officer will be responsible for physical and electronic records management across the IMF. Specific responsibilities of the Archives/Records Officer may include any of the following:

• Help manage the IMF’s Records Management program, including: 
  • Help to define and implement a lifecycle policy for all content,
  • Maintain IMF file plans and retention schedules,
  • Implement records management policies such as file plans and retention schedules,
  • Develop and test electronic records management procedures and workflows,
  • Develop and test business rules for automated declaration and filing of electronic records,
  • Develop and update the records management educational material,
  • Train departmental personnel on the IMF’s records management program policies and procedures,
  • Assist with developing strategy and testing approaches for archives and records management systems.
• Provide business analysis support for archives and records projects including requirements gathering and workflow design.
• Provide technical support for several Archives and Records systems - including maintaining user documentation, identifying new requirements and writing enhancement specifications, and providing training.
• Participate in enterprise-wide IT projects to ensure that institutional records management requirements are addressed.
• Research archives and records technology topics for projects as needed. 
• Maintain a records management SharePoint site to support knowledge sharing and collaboration.
• Update budget reports, maintain project files and assist with tasks in support of the IMF’s records management systems. 

Qualifications

 Educational development, typically acquired through the completion of an advanced university degree in records management, documents management, archives management, library and information sciences, or related field of study, is required; or a bachelor's degree in a related field plus a minimum of six years of relevant professional experience including professional certification in records management (CRM), is required. 

 

Qualifications

• Demonstrable experience in supporting records management systems and implementing records management policies;
• Experience with Office365 including SharePoint Records center or adds-on solution is a plus;
• Familiarity with ISO 15489 - International Standard for Records Management, DoD 5015.2 Standard and ISAD (G) standards;
• Experience with managing information systems;
• Experience with MS Office Applications - Word, Excel; PowerPoint, Visio, Project and Access;
• Excellent English written and verbal communication skills; including writing user/technical documentation;
• Strong analytical and problem-solving skills;
• Strong interpersonal skills and ability to work collaboratively as a member of a team;
• Ability to interact with staff from diverse cultures and backgrounds;
• Experience with basic HTML, XML, and SQL;
• Experience with Enterprise Content Management Systems, including SharePoint, is highly desirable.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.

Information Management Assistant, G-5. UN HQ, OHRM, New York. Open until 30 October 2017

Posting Title:	Information Management Assistant (Temporary Job Opening), G5 (Temporary Job Opening)
Job Code Title:	INFORMATION MANAGEMENT ASSISTANT
Department/Office:	Office of Human Resources Management
Duty Station:	NEW YORK
Posting Period:	24 October 2017 - 30 October 2017
Job Opening Number:	17-Information Management Systems-DM OHRM-87293-J-New York (T)
Staffing Exercise	N/A

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

Special Notice

This temporary position is available from mid November 2017 for a period of 16 weeks subject to availability of funding.

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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

Notes:

• 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.

• 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.

• 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.

• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

• 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.

• Please note that 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.

• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

• 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.

• Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

              

Org. Setting and Reporting

This position is located in the Personnel Records Unit, Learning, Development and HR Services, Office of Human Resources Management. Information Management Assistant will report to senior Information Management Assistant.

              

Responsibilities

Within delegated authority, the Information Management Assistant will be responsible for the following duties:

Archives and Records Management
•Creates Official Status Files for newly appointed staff members;
•Provides standard and PRU-specific applications support and Unite Docs troubleshooting for Headquarters Deployment Group (HDG) staff.
•Conducts end-user training relating to requesting official status files through Unite Docs.
•Provides initial technical support and guidance to end-users and identifies areas where improvement or modifications are needed.
•Registers Section’s incoming and outgoing records in electronic record keeping system.
•Maintains Unit’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 Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation
from UNHQ to Offices away from Headquarters.
•Carries out quality control functions for incoming and outgoing official status files and document to be filed.
•Assists with training of the temporary staff and covers supervisor’s duties in their absence.
•Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
•Performs clearinghouse functions such as records inventory/archiving projects and carries on various duties such as: performs researches in HR and unit’s databases to determine which files are to be archived, analyses retention schedules, assembles records, creates electronic files list, updates information in unit’s electronic record keeping system and coordinates transfers of records to ARMS.
•Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation;
•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.
•Supports external reference services by drafting routine responses to inquiries, including records reproduction transmittals, for approval of HR Officer.
•Participates in maintaining the Unit’s reference database.
•Participates in discussions and meetings on creation of digital records, reorganization of Unit’s work processes, files management and record keeping.

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
Conducts research as requested by more senior staff using Umoja and Unite Docs.
Provides relevant technical support to users of information services.
Provides administrative support for the Unit and undertakes other duties as assigned.

              

Competencies

Professionalism: Knowledge of records management, electronic record-keeping, archiving and document management. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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.

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

High school diploma or equivalent.

              

Work Experience

A minimum of five years of progressively responsible experience in archiving, record-keeping, document management, library, information management or related area is required. Experience in managing personnel records is desirable.

              

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.

              

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

              

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, 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 or violations of international human rights law and international humanitarian law.

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.

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” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

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.

Records Assistant - Filing, G-5. EOSG, UN HQ, New York. Open until 16 April 2017

Posting Title:	Records Assistant - Filing, G5
Job Code Title:	STAFF ASSISTANT
Department/Office:	Executive Office of the Secretary-General
Duty Station:	NEW YORK
Posting Period:	29 March 2017 - 16 April 2017
Job Opening Number:	17-Administration-EOSG-76933-R-New York (R)
Staffing Exercise	N/A

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

            

                                    

Special Notice

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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia, may be accepted in lieu of the GGST.

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 Central Records Unit of the Executive Office of the Secretary-General.

The primary role of the Central Records Unit (CRU) of the Executive Office of the Secretary-General (EOSG) is to be the repository of all official correspondence addressed to the Office of the Secretary-General.

               

Responsibilities

Within delegated authority and under the direct supervision of the Head of Central Records Unit (CRU), the Records Assistant is expected to contribute to the work of the Unit as follows:

- Engages in management of paper records for the EOSG;

- Files returned cases according to the File Classification Scheme;

- Updates the File Classification scheme as necessary;

- Distributes morning cables;

- Prepares folders and boxes for records transfer;

- Provides required service to both internal and external customers of the Unit;

- Performs ad hoc duties as may be required.

               

Competencies

Professionalism: Knowledge of 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 records management profession; ability to search the database, select and summarize data required; Ability to exercise tact and discretion in dealing with confidential matters; Ability to identify issues, formulate opinions, make conclusions and recommendations. Speaks and writes clearly and effectively; demonstrates openness in sharing information and keeping people informed. Works collaboratively with colleagues to achieve organizational goals; 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.


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.

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.

               

Education

High school diploma or equivalent.

               

Work Experience

A minimum of five years of relevant experience in administrative services, such as data-entry, secretarial and general support functions or related field is required. Work experience within the United Nations or other similar large international organization is required. Experience working with an extensive File Classification Scheme and catalog system is required; Experience handling and organizing large volumes of paper and electronic records in a fast paced office 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 official United Nations language is desirable.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

               

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, 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 or violations of international human rights law and international humanitarian law.

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.

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” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

               

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.

Records Assistant - Cataloguer, G-5 (2 posts). EOSG, UN HQ, New York. Open until 16 April 2017

Posting Title:	Records Assistant - Cataloguer (2 posts), G5
Job Code Title:	STAFF ASSISTANT
Department/Office:	Executive Office of the Secretary-General
Duty Station:	NEW YORK
Posting Period:	31 March 2017 - 16 April 2017
Job Opening Number:	17-Administration-EOSG-76928-R-New York (R)
Staffing Exercise	N/A

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

                                    

Special Notice

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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia, may be accepted in lieu of the GGST.

Secretariat staff members selected for a position in the Executive Office of the Secretary-General (EOSG) will retain their current contractual status and they will not retain their right of return to their current post. Those with current appointments limited to a specific Department, Office or Mission and will be given similar appointments limited to service in the EOSG. Likewise, external candidates who are selected will be given appointments limited to service in the EOSG. Staff members are reminded of the provisions contained in ST/SGB/2016/8 ("Placement of staff members serving in the Executive Office of the Secretary-General"), and if covered within the scope of that bulletin, may be placed laterally to any vacant position in any organizational unit or duty station.

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

These positions are located in the Central Records Unit of the Executive Office of the Secretary-General. The primary role of the Central Records Unit (CRU) of the Executive Office of the Secretary-General (EOSG) is to be the repository of all official correspondence addressed to the Office of the Secretary-General.

               

Responsibilities

Within delegated authority and under the direct supervision of the Head of Central Records Unit (CRU), the Records Assistants are expected to contribute to the work of the Unit as follows:

• Engages in the processing of all in-coming correspondence addressed to the Secretary-General, Deputy Secretary-General, Chef de Cabinet, and the Deputy Chef de Cabinet;

• Assists with content analysis of all in-coming correspondence;

• Undertakes correspondence logging and filing using the document management system;

• Provides required service to both internal and external customers of the Unit;

• Provides guidance and assist in the supervision of junior Support Staff as required;

• Performs ad hoc duties as may be required.

               

Competencies

Professionalism: Knowledge of 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 records management profession; ability to search the database, select and summarize data required; Ability to exercise tact and discretion in dealing with confidential matters; Ability to identify issues, formulate opinions, make conclusions and recommendations. Speaks and writes clearly and effectively; demonstrates openness in sharing information and keeping people informed. Works collaboratively with colleagues to achieve organizational goals; 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.


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.

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.

               

Education

High school diploma or equivalent.

               

Work Experience

A minimum of five years of relevant experience in administrative services, such as data-entry, secretarial and general support functions or related field is required. Experience working within the UN system or similar large international organization is required. Experience working with an extensive File Classification Scheme and catalog system is required. Experience handling and organizing large volumes of paper and electronic records in a fast paced office 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 official United Nations language is desirable.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

               

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, 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 or violations of international human rights law and international humanitarian law.

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.

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” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

               

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.

Archival and Records Management Consultant. UN Women. Open until 1 June 2015

Archival and Records Management Consultant
Advertised on behalf of :
Location :	New York City, UNITED STATES OF AMERICA
Application Deadline :	01-Jun-15
Type of Contract :	Individual Contract
Post Level :	National Consultant
Languages Required :	English
Starting Date : (date when the selected candidate is expected to start)	30-Sep-2015
Duration of Initial Contract :	3 months

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security. About the Region and/or Section: UN Women Headquarters, New York, NY, U.S.A. About the Position: Archival and Records Management Consultant. Impact of Results: Implementation of a records managements and archival system across the organization and in line with our business continuity plan.

Duties and Responsibilities

Summary of Key Functions: Develop records management and archiving policy; paper and electronic/digital materials; Develop a step-by-step plan for collection, cataloguing, utilization, retrieval and management of archiving materials; Work with IT section on the library and archiving database development so that exploration of materials in the data base is easy for users; Conduct on-the-job capacity enhancement trainings in information management and archiving. Technical consultant will utilize the best practice in information management and archiving. Description of Functions: Address how and when documents are created, reviewed, shared, utilized, retained and destroyed. This applies to electronic documents such as emails, Word documents, PowerPoint presentations and Excel spread sheets, as well as hard copy paper documents; Review and revise where needed current policies and procedures (POM) addressing relevant issues such as the type of documents that are needed to be retained, where they are to be stored, how long they are to be retained (retention schedule), how they are to be handled, and related responsibilities; including categorization of different types of documents and specification on what should be saved and where; Prepare a roadmap for the implementation of a records management and archival system across the organization.

Competencies

Core values and Guiding principles: Integrity Demonstrate consistency in upholding and promoting the values of UN Women in actions and decisions, in line with the UN Code of Conduct; Professionalism Demonstrate professional competence and expert knowledge of the pertinent substantive areas of work; Cultural sensitivity and valuing diversity; Demonstrate an appreciation of the multicultural nature of the organization and the diversity of its staff. Demonstrate an international outlook, appreciating difference in values and learning from cultural diversity. Core competencies: Ethics and Values Demonstrate and safeguard ethics and integrity; Organizational Awareness; Demonstrate corporate knowledge and sound judgment; Development and Innovation; Take charge of self-development and take initiative. Work in teams Demonstrate ability to work in a multicultural, multi ethnic environment and to maintain effective working relations with people of different national and cultural backgrounds; Communicating and Information Sharing; Facilitate and encourage open communication and strive for effective communication; Self-management and Emotional Intelligence; Stay composed and positive even in difficult moments, handle tense situations with diplomacy and tact, and have a consistent behavior towards others. Conflict Management Surface conflicts and address them proactively acknowledging different feelings and views and directing energy towards a mutually acceptable solution; Continuous Learning and Knowledge Sharing; Encourage learning and sharing of knowledge; Appropriate and Transparent Decision Making; Demonstrate informed and transparent decision making. Functional competencies: Substantial experience in library, archiving and cataloging development; Ability to conduct trainings on archive development and maintenance; Well developed interpersonal skills and sensivitiy to local custom and traditions; Good management skills; Strong strategic and creative thinking; Promotes the vision, mission and strategic goals of the project.

Required Skills and Experience

Education: Master’s degree or equivalent in Library and Information Science or relevant field with equivalent practical experience. Experience: Minimum of 8 years of relevant experience in undertaking archive and information/records management exercises; Previous work experience with UN or other development agencies in archive and records management is highly desirable. Language Fluency in written and spoken English is required; Knowledge of the other UN working knowledge is an asset.

Click here for important information for US Permanent Residents ('Green Card' holders).

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Informattion Management Officer, P-3.UN Secretariat, DESA, New York. Open until 24 September 2013

Job Title: Information Management Officer, P3 Department/ Office: Department of Economic and Social Affairs Duty Station: NEW YORK Posting Period: 26 July 2013-24 September 2013 Job Opening number: 13-IMA-DESA-28680-R-NEW YORK (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Office of the Director, Division for Public Administration and Development Management in the Department for Economic and Social Affairs. The incumbent will report to the Director. Responsibilities Under the direct supervision of the Director of the Division for Public Administration and Development Management (DPADM), the Information Management Officer will assist in the delivery of the mandates of the Division through the work programme in the areas of public administration and development management and will be responsible for the following activities: • Provides support to information management of the Division’s work programme, which include (a) needs and business process analysis; (b) organization and maintenance of UN information assets; and (c) information management policies and procedures, with an emphasis on technological applications. • Research, compile and summarize background materials necessary for the preparation of reports, briefs, speeches, etc.; assists in the research and analysis necessary in the conceptualization and formulation of projects in priority areas of the Division, including the United Nations Public Administration Country Studies (UNPACS). • Participates and contributes to feasibility studies, system analysis, design and development of projects including the Division’s work programme management system, budget management system and personnel management system. • Manages information assets in the Division; sets up and maintains systems, guidelines and processes. • Develops training materials and guidelines; trains staff in use and compliance of information management systems. • Maintains effective communication and information exchange with the Office of the Under-Secretary General, Permanent Missions to the UN, intergovernmental agencies, etc. ensuring appropriate and strategic communication, as well as timely and accurate flow of information internally and externally. • Other tasks as assigned. Competencies Professionalism: Knowledge of information management and information technologies in the areas of e-government and use of information communication technologies (ICT) in public administration; demonstrates professional competence and mastery of information management through the use of ICT tools; ability to conduct analysis and provide recommendations on information and project/programme management; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; 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; places the institutional agenda before personal agenda. Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments to effectively organize and coordinate the diverse administrative and management tasks; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary. Education Advanced university degree (Master’s degree or equivalent) in information science, information management, technology, computer science, public or business administration or 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 experience in information management in the area of public administration and governance is required. Experience in programme management, budget management and personnel management is desirable. Qualifying years of experience are calculated following the receipt of the first level university degree recognised by the United Nations. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Knowledge of another UN official language is desirable. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice - Les fonctionnaires sont soumis à l’autorité du Secrétaire général, qui décide de leur affectation. Au fil de leur carrière, ils sont censés changer de fonctions périodiquement, conformément aux règles et procédures en vigueur. 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.

Associate Information Management, P-2. UN Secretariat, New York. Open until 17 February 2013

Job Title: ASSOCIATE INFORMATION MANAGEMENT OFFICER, P2 Department/ Office: Department of Management Duty Station: NEW YORK Posting Period: 19 December 2012-17 February 2013 Job Opening number: 12-IMA-DM-26200-R-NEW YORK (O) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). Under the supervision of the Chief, Records Information System Unit, the Associate Information Management Officer is responsible for the identification and maintenance of digital archival records from Peacekeeping Operations to ensure their long-term preservation and easy retrieval according to established rules and standards. Responsibilities He/she manages records accession data related to Peacekeeping Operations in the ARMS electronic record-keeping system. In coordination with the Archives Unit, he/she facilitates the appraisal of digital records with permanent archival value and makes recommendations for the storage, permanent preservation and future access of digital archives. He/she supervises Support Staff in implementing the related tasks as well as other related duties, as required. Competencies Professionalism: Knowledge and understanding of theories, concepts and approaches relevant to archives and records management (particularly electronic record-keeping and digital curation). Ability to identify issues, analyze and participate in the resolution of issues/problems. Is able to use different analytical and data analysis tools; shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations. 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 Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology Education A first-level university degree in archives and records management or information technology. Work Experience A minimum of two years of progressively responsible experience in archives and records management or information technology. (No experience is required for candidates who have passed a United Nations Competitive Recruitment Examination.) Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is desirable. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. Special Notice Owing to the temporary funding nature of this position, recruitment, selection or extension of appointments against this position will be subject to budgetary approval. There is no expectancy, legal or otherwise, of renewal or conversion to any other type of appointment in the Secretariat of the United Nations. 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. 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

Archives/Records Officer. IMF, Washington. Open until 5 October 2012

Archives/Records Officer (Job Number: 1200682) Description Duties and Responsibilities: Under the general supervision of the Senior Archives Officer, the selected candidate will be part of a group of archivists responsible for the management and maintenance of the IMF archives collection. The candidate will participate in the implementation of strategies, policies and procedures for the management of and access to the IMF's collection of twentieth century archives relating to international finance and monetary policies. The archivist will also participate in the development and implementation of procedures to ensure the accessibility, integrity, authenticity and security of IMF archives and their metadata over time, including processing, declassification review, digitization of selected collections, and long-term preservation of archival digital assets. In carrying out these responsibilities, the candidate will: • assemble and analyze information in support of efforts to develop the archives collection; assist in the determination of records of enduring value; and appraise records to evaluate whether they meet the criteria for inclusion in the Archives; • organize and process both paper and born-digital archival materials in accordance with international standards. The process involves (1) collection and analysis of the contextual information necessary to formulate an adequate description of the material, (2) the actual description of fonds or collections according to established standards; • identify archival material eligible for declassification and liaise with the archives officers responsible for this process; • assist in developing and implementing workflows and procedures to ensure the reliability and authenticity of archival materials in all media over time. This task includes the development of forward migration plans for born-digital records of enduring value to ensure that those remain accessible over time; and • assist in establishing requirements for dynamic finding aids on the web and their implementation. Qualifications Qualifications: The candidate must be familiar with international standards for Archives Management and have experience in the application of those standards. For this position, emphasis will be given to selecting a candidate with in-depth knowledge of professional archival standards, methods and procedures in archives management in both paper and electronic form, knowledge of ISAD (G) and RAD archival description standards preferred. Experience in an archival setting along with knowledge of post-WWII history and /or economics is highly desirable. Experience with digital archives management and preservation methods is highly desirable. Prior experience in a multicultural environment is also desirable; in particular an ability to deal diplomatically and effectively with staff of different nationalities. Strong analytical and writing skills and the ability to plan and prioritize work assignments are also desirable. Education: An advanced university degree in Archives Management or a related field of study, plus a minimum of two years of relevant professional experience; or a bachelor's degree in a related field plus a minimum of eight years of relevant professional experience.

Information Management Assistant, G-6. UN Secretariat, OLA, New York. Open until 11 October 2012

Job Title: INFORMATION MANAGEMENT ASSISTANT, G6 Department/ Office: Office of Legal Affairs Duty Station: NEW YORK Posting Period: 4 September 2012-11 October 2012 Job Opening number: 12-IMA-OLA-25160-R-NEW YORK (R) United Nations Core Values: Integrity, Professionalism, Respect for Diversity Org. Setting and Reporting This position is located in the Treaty Section, Office of Legal Affairs. The incumbent will be under the general supervision of the Information Management Officer and the immediate supervision of the Information Systems Officer. Responsibilities Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties: • Facilitates the maintenance, periodic update and transfer of treaty records into the Archives by liaising with Secretariat offices; ensures the completeness and accuracy of transfer documentation; provides assistance to the Treaty Section staff in transfer preparations and recall of documents from Archives. • Provides database management support for digitized documents and archival photograph collections. • Performs research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases. • Maintains statistics on service and workload measures. • Oversees records accessioning operations; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the Section database. • Prepares background information for the review of archivists and implementing retention schedules; supervises the staging of records for disposal; and updates the Section archives inventory records. • Manages archival/record digitization arrangements and description operations by collaborating in identifying, planning, undertaking, as required, and overseeing such operations in consultation with the Section information management team and in liaison with contractual vendors, if present. • Ensures completeness and accuracy of submissions of legal instruments received. • Ensures that requests for translations of treaties and treaty actions in English and French are promptly submitted to the translation unit of DGACM; reviews and files the translations prepared by DGACM in electronic format. • Performs general web-publishing responsibilities. • Monitors incoming documents workflow and web-publishing server transactions. • Provides guidance to more junior General Service Staff. • Provides administrative support to the Section. • Performs other duties as assigned. Competencies Professionalism –Knowledge of electronic record keeping and relevant information systems. 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; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Demonstrates strong communication (oral and written) skills. 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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. Accountability - Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 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. Education High school diploma or equivalent. Must have passed the United Nations Administrative Support Assessment Test (ASAT) at Headquarters or an equivalent locally-administered test at Offices Away. Work Experience A minimum of seven years of experience in archives, electronic records management, or related area. Knowledge of image/text processing and content management tools (digital image processing applications, Microsoft Word, Documentum content management systems) is desirable. Experience in legal research is also desirable. Languages English and French are the working languages of the United Nations. For this position, fluency in English (both oral and written) is required. A very good working knowledge of French is desirable. Assessment Method Evaluation of qualified candidates may include a competency-based interview. Special Notice Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station. Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognised locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat. 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.

Intern, Information Management. UN Secretariat, Department of Management, New York. Open until 3 March 2012

Job Opening


Job Title:
INTERN - INFORMATION MANAGEMENT, I
Department/ Office:
Department of Management
Duty Station: NEW YORK


Posting Period:
17 February 2012-3 March 2012
Job Opening number:
12-IMA-DM-21552-R-NEW YORK

--------------------------------------------------------------------------------

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

--------------------------------------------------------------------------------


--------------------------------------------------------------------------------




--------------------------------------------------------------------------------




Org. Setting and Reporting

The Advisory Committee on Administrative and Budgetary Questions (ACABQ) is a subsidiary organ of the General Assembly composed of 16 experts appointed by the Assembly and its own dedicated secretariat. The Advisory Committee’s role is to examine and report to the General Assembly on the budgets of the United Nations as well as on a wide range of administrative, financial and management matters. It also examines the budgets of the United Nations funds and programmes and provides its observations and recommendations to their respective Executive Boards.


The Advisory Committee’s website provides access to the Committee’s reports by session and subject. It is available to the United Nations system and the public at large. The website also includes a feature, used on a pilot basis only, for recording and indexing the text of the main recommendations within the Committee’s reports by keyword. The secretariat of the Advisory Committee aims to further enhance and develop the content and search capabilities of the website, so that it can be used more effectively for retrieving information and as a research tool to support the work of the Advisory Committee.


The DM-ACABQ information management internship is for two months with an opportunity for extension, depending on the needs of the department.

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 to which they are assigned.

Responsibilities

Provide assistance in updating the content, improving the quality of information and developing proposals for further enhancement of the ACABQ website. Specific tasks include the following:


- Participate in reviewing, completing and standardizing the content of the website;


- Participate in the development of procedures for updating the website and ensuring quality control of the information updated in the website;


- Contribute to the refinement of the classification scheme for the documents and recommendations of the Advisory Committee, taking into account the existing taxonomies and bibliographical tools available in the Organization;


- Participate in the development of procedures for recording and indexing individual recommendations of the Advisory Committee by keyword;


- Participate in an analysis of the knowledge sharing and research requirements of the Advisory Committee and the development of proposals for further enhancement of the website, including creation of metadata and taxonomies.

Competencies

- Communication: Good oral and written skills

- Teamwork: Good interpersonal skills, ability to work collaboratively with colleagues from different national and cultural backgrounds to achieve organizational goals;

- Client orientation: Responsiveness to clients' needs, ability to establish and maintain productive partnerships with clients by gaining their trust and respect.

- Technological awareness: Good knowledge of technological tools for knowledge management.


The ideal candidate also will have strong analytical and problem-solving skills, excellent organizing skills and attention to detail, and demonstrate an ability to work independently and take initiative.

Education

To qualify for the ACABQ internship the following conditions must be met:

- Applicants must be enrolled in a degree programme in a graduate school (second university degree or higher); or if pursuing their studies in countries where higher education is not divided into undergraduate and graduate stages, have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree. Degree should preferably be in information and library science, information architecture, knowledge management or a related field;

- Applicants must be computer literate in standard office software applications;

- Applicants must demonstrate a keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter;

- Applicants must have a demonstrated 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.

Work Experience

Applicants are not required to have professional work experience for participation in the Internship Programme.

Languages

English and French are the working languages of the United Nations Secretariat. Fluency in spoken and written English is required for the Internship Programme. Knowledge of an additional official UN language is an asset. Arabic, Chinese, English, French, Russian and Spanish are the official languages of the United Nations Secretariat

Assessment Method

Potential candidates will be contacted by the hiring manager for further consideration

Special Notice

A completed online application (Cover Note and Personal History Profile) is required. Incomplete applications will not be reviewed.


The Cover Note must include:

- Title of degree you are currently pursuing;

- Graduation date (when will you be graduating from the programme);

- List the IT skills and programmes that you are proficient in;

- List your top three areas of interest;

- Explain why you are the best candidate;

- Explain your interest in the UN Internship Programme.

In your Personal History Profile, be sure to include all past work experiences, IT skills and three references. Due to a high volume of applications received, ONLY successful candidates will be contacted.

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.