International Consultant, EDRMS project. ADB, Manila. Open until 20 April 2021

This is a consultant position at the Asian Development Bank. In order to be considered for the position, applicants need to register in the Consultant Management System of ADB and submit their expression of interest for the vacancy.

Here’s the link to the page for the complete information about becoming an individual consultant for ADB: https://www.adb.org/business/how-to/how-can-i-become-adb-consultant

Here’s the link to the registration page: https://selfservice.adb.org/OA_HTML/adb/adbpos/jsp/ADBCMSHomepage.jsp

 To see the different consultancy advertisements: https://selfservice.adb.org/OA_HTML/OA.jsp?OAFunc=XXCRS_CSRN_HOME_PAGE

 For questions about the system, they may email: cmshelp@adb.org

For questions about the position: gcastanermarquardt@adb.org 

The details of the position are the following: Selection 168416: SC 116584 PHI: Electronic Records Management System and related Policies and Procedures. Position for 1 year (that can be extended to 2 years)

 Objective and Purpose of the Assignment

The Information Resources and Services Unit (OAIS-IR) within the Institutional Services Division of Office of Administrative Services (OAS) provides information resources and services to ADB staff and consultants. Our most important project for 2021 is the design and implementation of an EDRMS (Electronic Document and Records Management System) under ADB Digital Agenda 2030. EDRMS will have significant impact on overall business of the whole Bank as it aims at bolstering the records management functions of SharePoint and establishing a content management platform, including capturing, retention, research/retrieval, disposal, and archiving electronic records. The main objective of this engagement is to support the EDRMS project and introduce international good practice for updating ADB policies and procedures in connection with the project

Scope of Work

The Consultant will be home-based or headquarters-based as needed and his/her main responsibility will be assisting in the successful development and implementation of the EDRMS project. Work from home (WFH) outside duty station could apply until the lifting of the ongoing Community Quarantine in the Philippines due to COVID-19. Coordination with departments to provide support and guidance on records retention and access. Work closely with ITD to develop the system requirements for EDRMS. Updating ADB’s policies and procedures for archives and records management is also a fundamental deliverable of the assignment. Training the staff of the Records and Archives Team to keep them abreast with the latest international good practice on records management and specially on EDRMS implementation is the third dimension of the assignment, so as to ensure adequate hand-over of the concerned role and functions to national staff at the end of engagement period.

Detailed Tasks and/or Expected Output

Specifically, the Consultant shall undertake the following: • Help develop the ADB electronic filing system for the efficient and effective storage and retrieval of records, including departmental file plans in line with the new corporate-level File Plan. • Contribute as a key team member to the design and implementation of EDRMS, including development of retention rules, metadata, and workflows. • Assist in the supervision of the records management component of the ADB-wide electronic documents repository system and make recommendations for improvements as necessary. • Provide input and advice on the implementation of an ADB-wide taxonomic structure to ensure filing consistency across all departments. • Help review and update records management policy and procedures in light of most recent international good practice. • Develop and implement an electronic records management training/workshop program for HQ and field offices staff. • Provide preliminary analysis and supports special studies on various work improvement projects initiated by the Unit, particularly in the areas of records and archives management, including outsourcing of services. • Support the leadership and oversight of ADB's electronic document filing systems. • Provide technical support to the Resident Missions on the efficient management of project records electronically, including e-file transmissions of delegated project documents. • Make recommendations for upgrading the storage and retrieval mechanisms currently used by the Unit, with a view toward the disposal of records that have microfilm or electronic facsimiles. • Provide input and advice on streamlining and formalizing workflow related to the transfer of paper- based records from departments to the records center. • Coordinate and serve as a resource speaker at Records Management Seminars for ADB staff. • Provide records management guidance and technical support to ADB's Departmental Files, assisting Departmental File Custodians in all aspects of the work (i.e. records processing, file station maintenance, and other duties). • Perform other duties that may be assigned by the Unit Head, OAIS-IR or Director, OAIS relevant to ADB’ s records and archives management system, and to the EDRMS project in particular.

Minimum Qualification Requirements

• Master’s degree in records/archives administration, library science, or other information management discipline; preferably with advanced training in archives and records management. • At least 5 years experience in records management and archives, including 3 years on electronic/digital records management. • Thorough knowledge of archival operations and preservation techniques. • Comprehensive knowledge and understanding of international best practices on records management policies and procedures. • Practical experience drafting policies and procedures in the fields of information management, archives and records management. • Comprehensive knowledge of Electronic Document and Records Management Systems (EDRMS). Experience implementing one at corporate level is an advantage. • Advanced SharePoint knowledge, focused specially on records management features. • Effective report-writing and communication skills in English. • Able to work collaboratively with teams as a constructive team member. • Strong oral and written communications skills.

Minimum General Experience 5 Years Minimum Specific Experience (relevant to assignment) 3 Years

Records and Information Management Officer, P-4. Office of the IIIM-Syria, Geneva. Open until 7 April 2021

 

Posting Title:	Records and Information Management (TJO), P4 (Temporary Job Opening)
Job Code Title:	INFORMATION MANAGEMENT OFFICER
Department/Office:	Office of the IIIM-SYRIA
Duty Station:	GENEVA
Posting Period:	09 March 2021 - 07 April 2021
Job Opening Number:	21-Information Management Systems-IIIM-SYRIA-151582-J-Geneva (X)
Staffing Exercise	N/A

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

Org. Setting and Reporting

This position is located within the Information Systems Management Section (ISMS) of the International, Impartial and Independent Mechanism to Assist in the Investigation and Prosecution of Persons Responsible for the Most Serious Crimes under International Law Committed in the Syrian Arab Republic since March 2011 (IIIM), located in Geneva, Switzerland. The Information Management Officer (Records and Information Management) will support the development and implementation of a tailored information governance framework for the Mechanism in line with United Nations standards and best practices and will be under the direct supervision of the Chief of ISMS and the overall direction of the Deputy Head.

Responsibilities

Within delegated authority, the Information Management Officer (Records and Information Management) is responsible for the following duties:

- Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the IIIM’s records and archives and delivery of reference services, archival description and systems management.
- Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records.
- Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives.
- Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems.
- Provides advisory services IIIM-wide on recordkeeping practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to recordkeeping practices, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records; organizes and maintains UN records; preserves and disposes, identifies and protects vital records; and drafts and informs relevant Information Governance strategies, policies and procedures, with an emphasis on technological applications.
- Attends IIIM Management Team meetings as required to update and advise on IIIM records management matters.
- Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
- Evaluates and pilots established and emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, classification and information protection systems) to develop strategies for integrating records created in diverse systems into electronic recordkeeping systems; to plan and develop migration strategies for archival preservation of both electronic and paper records and to develop and maintain expertise necessary to advise the IIIM in the management of electronic records.
- Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description program requirements.
- Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
- Provides technical services for the Section by evaluating hardware and software requirements, recommends purchases, tracks requisitions and monitors expenditures; oversees installation of hardware; ensures that technical problems are resolved expeditiously; and oversees the implementation of the IIIM’s electronic recordkeeping systems.
- Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value; manages records accession and disposition functions by applying the life-cycle concept to information assets by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; and supervises General Service staff in implementing related tasks.
- Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section’s holdings; and assures the delivery of records and/or copies.
- Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitization of finding aids and records and their electronic dissemination.
- Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials; implements access and declassification determinations; facilitates declassification reviews by liaising with records-originating offices; and ensures the physical security and safety of the IIIM’s records.
- Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management.
- Develops client outreach strategy and programme and coordinates its implementation.
- Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards.
- Develops training materials and user manuals; trains staff in the use of the recordkeeping system assigned. Evaluates the performance of vendors and certifies invoices, as necessary.
- Assists in program administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the program budget, etc.
- Performs other duties as assigned.

Competencies

• PROFESSIONALISM: Knowledge of enterprise content management systems. Knowledge of information management, archival, record keeping and record disposition, including in connection with legal, judicial or investigative proceedings, with their associated considerations, e.g. legal hold, preservation and disclosure obligations, and eDiscovery. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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.

• 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 audience; demonstrates openness in sharing information and keeping people informed.

• 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.

• 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

Advanced university degree (Master’s degree or equivalent) in archival, information science, library science, information systems, social science or related field. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of seven (7) years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required.
A minimum of five years of progressively responsible experience in electronic records management is desirable.
Experience implementing UN Secretariat records management requirements is desirable.
Experience configuring Microsoft SharePoint is desirable.
Experience with Microsoft Advanced Information Management is desirable.
Experience with Microsoft Dynamics is desirable.
Experience in an international criminal law setting is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of Arabic is desirable. Knowledge of another UN official language is also desirable.

Assessment

Evaluation of qualified candidates may include a desk review and/or an assessment exercise which may be followed by competency-based interview.

Special Notice

• The temporary position is intended to fill the functions of short-term duration for 364 days with an estimated start date as soon as possible.
• The duration of the appointment is subject to the availability of funds.
• Fulfillment of the responsibilities of this position may necessitate engagement with material and/or information that may be distressing.
• Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
• Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
• 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.
• 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.
• 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.
• For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
• For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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 Officer, P-2. UN HQ, DMSPC, New York. Open until 21 February 2021

 

Posting Title:	Associate Information Management Officer, P2
Job Code Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:	Department of Management Strategy, Policy and Compliance Office of Programme Planning, Finance and Budget
Duty Station:	NEW YORK
Posting Period:	08 January 2021 - 21 February 2021
Job Opening Number:	21-Information Management Systems-DMSPC OPPFB-145546-R-New York (X)
Staffing Exercise	N/A

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

Org. Setting and Reporting

This position is located in the Trust Funds Management Section, Financial Reporting and Contributions Service ,Office of Programme Planning, Finance and Budget (OPPFB), Department of Management Strategy, Policy and Compliance (DMSPC).

The Finance Division accounts for and reports to the appropriate authorities on the use of United Nations financial resources. The Financial Reporting and Contributions Service is mainly responsible for the preparation of IPSAS-compliant financial statements for all funding sources and ensures the sustainability of IPSAS-compliant accounting and reporting.

The Trust Funds Management Section is responsible for the financial management of voluntary contributions received and the use of these funds including global support to offices around the world. The Associate Information Management Officer reports to a unit chief.

Responsibilities

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

• Provides electronic record keeping support and advice to records-creating offices by advising on electronic record keeping system standards and compliance; oversees the digital records accessioning process; provides training in the use of metadata standards for the capture, maintenance and accessioning of digital archives; and manages system upgrades, migration for digital archives databases; assists in designing data collection and review tools, contributes in preparation of analysis and identification of issues, and provides support for possible solution for the financial data management.
• Supervises and undertakes records management and disposition functions, including records appraisal, by liaising with records-creating offices and analyzing and evaluating records for evidential and informational value in support of controlling of financial and security data.
• Supervises and undertakes archival processing tasks by producing descriptive inventories; prepares mark-up of inventories for electronic dissemination; and monitors adherence to description, database and preservation standards.
• Performs and supervises reference functions by advising internal and external users on holdings and accessibility and assisting in the administration of access.
• Plans and works with IT systems units, in the deployment and administration of accounting systems.
• Researches and analyses information needed to respond to audit findings.
• Supervises General Service staff relating to functions cited above.
• Performs other related duties, as required.

Competencies

• Professionalism: Knowledge of information management and record keeping in electronic media. Ability to provide maintenance and disposition of records, including appraisal and migration management; records preservation and description; and research practices. 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.

• 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.

Education

An advanced university degree (Master’s or Doctorate degree, or equivalent) in archival, information science, information systems, social science or related fields is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

Work Experience

A minimum of two years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required.
Experience working with SAP Financial Accounting and troubleshooting financial posting issues is desirable.
Experience in SAP or similar ERPs in Public Sector Management in Funds Management and Grants Management is desirable.
No experience is required for candidates who have passed the United Nations Young Professionals Programme Examination (YPP), the United Nations Competitive Recruitment Examination (NCRE) or the G to P Examination (G to P).

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

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

Special Notice

This post is financed by Xtra-Budgetary funds for voluntary contributions. The appointment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

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.

Senior Archivist - Digital Preservation, P-4. UNHCR, Geneva, Switzerland. Open until 7 December 2020

 Job Title Snr Archivist Digital Preserv

Job ID 23297

Location Geneva, Switzerland

Salary Grade P4

Hardship Level H

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

Senior Archivist - Digital Preservation

 

Organizational Setting and Work Relationships

UNHCR’s Records and Archives Section runs a Digital Preservation program that should ensure that UNHCR records information in digital format with long term value is preserved, protected, and made available in the appropriate format and systems to ensure their continued authenticity and reliability, integrity and availability.

This job exists at UNHCR Headquarters and reports to the Chief of Section, Records and Archives.  The role is to lead the development and implementation UNHCR’s digital preservation program.  The incumbent works in close collaboration with the other teams in the Records and Archives Section and with the Information Technology colleagues. Digital preservation is a fast-moving branch of information management and the incumbent will have to be an active member of the international digital preservation community and will be responsible to incorporate new developments in this area to the work to the Records and Archives Section.   The job has a strong component of research and training.  The incumbent supervises staff and consultants and leads multifunctional teams.

 

 

All UNHCR staff members are accountable to perform 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

- Guide and train colleagues working in the records and archives and other information related functions on digital preservation, the principles and new developments in the area.

- Develop and lead the implementation of a strategy for appraisal and long-term preservation of digital information for UNHCR.

- Research, select, prepare and lead the implementation of specifications for the maintenance and development of a digital preservation solution for UNHCR.

- Oversee UNHCR’s digital preservation system.

- Develop a strategy for digitization of physical records with long term value.

- Lead Web Archives Programme.

- Coordinate and lead digital preservation related projects.

- Provide input during the elaboration of UNHCR guidance materials on digital preservation.

- Develop retention schedules to UNHCR digital information.

- Represent UNHCR in the international digital preservation community.

- Perform other duties as required.

 

Minimum Qualifications

 

Education & Professional Work Experience

Years of Experience / Degree Level

For P4 - 9 years relevant experience with Undergraduate degree; or 8 years relevant experience with Graduate degree; or 7 years relevant experience with Doctorate degree

 

Field(s) of Education

*Digital Preservation;

*Records and Archives management;

Information Management;

History;

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

 

Certificates and/or Licenses

Not specified.

 

Relevant Job Experience

 

Essential

A detailed knowledge of and experience with digital preservation. At least 7 years of experience in progressively responsible functions in relation to Archives or record management. A comprehensive knowledge of archival principles, functions, techniques, methods, and international standards, and of their application to electronic records and archives.

 

Desirable

Familiarity with current digital preservation solutions. Active in the international digital preservation community.

 

Functional Skills

CO-Drafting and Documentation;

IM-Digital preservation and continuity;

RC-Web Archiving implementation and management;

RC-Records and archives program implementation;

RC-Digital assets management and quality assurance;

RC-Digital archives (appraisal, standards, preservation, description);

MG-Safe and inclusive space program management;

MG-Strategy Development and Implementation;

(Functional Skills marked with an asterisk* are essential)

 

Language Requirements

Proficiency in English and working knowledge of another UN working language

 

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

M001L3 - Empowering and Building Trust Level 3

M005L3 - Leadership Level 3

M004L3 - Strategic Planning and Vision Level 3

M003L3 - Judgement and Decision Making Level 3

X002L3 - Innovation and Creativity Level 3

X003L3 - Technological Awareness Level 3

X008L3 - Stakeholder Management 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).

Associate Archivist- Research, P-2. UNHCR, Geneva, Switzerland. Open until 7 December 2020

 

Job Title Associate Archivist - Research

Job ID   23382

Location Geneva, Switzerland

Salary Grade      P2

Hardship Level  H

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

Associate 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 ipreservation in UNHCR's archives.

All UNHCR staff members are accountable to perform 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 P2 archivist

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

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

- Assist in the implementation and administration of records management, archives, and digital preservation platforms

- Assist in developing guidance and best practices on information and records and archives management.

- Apply records schedules to physical and digital records

- Assist in the development and implementation of strategies for the digitization of physical records for access and preservation.

- 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.

- Contribute to the development of 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 UNHCR's 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 when 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.

- Undertake archival description tasks and creation of finding aids.

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

 

c) Digital preservation

- Responsible for the day to day running of web archive service

- Assist in pre-ingest preparation of data sets

- Assist in secure transfer of data sets

- Assist in the implementation of the Digital Preservation System (DPS)

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

- Assist in ingest of electronic content into the DPS

- Assist in planning and assessment of Digitization projects

- Assist in the development of policies and procedures relating to Digital Preservation

- Assist in integrations between the DPS and other critical UNHCR systems

- Participate in the management of  long term preservation projects with DIST and external parties

- Assist in the development of additional RAS initiatives related to the care of born-digital materials

 

Minimum Qualifications

 

Education & Professional Work Experience

Years of Experience / Degree Level

For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year 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

3 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

IM-Digital preservation and continuity

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

 

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

C001L2 - Accountability Level 2

C002L2 - Teamwork & Collaboration Level 2

C003L2 - Communication Level 2

C004L2 - Commitment to Continuous Learning Level 2

C005L2 - Client & Result Orientation Level 2

C006L2 - Organizational Awareness Level 2

M003L2 - Judgement and Decision Making Level 2

X001L2 - Analytical Thinking Level 2

X003L2 - Technological Awareness Level 2

X005L2 - Planning and Organizing Level 2

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).