Records and Information Management Officer, P-3. WIPO, Geneva. Open until 27 may 2020

Records and Information Management Officer - 20126-TA

Records and Archives Section, Conference and General Services Division, Administration and Management Sector

Grade - P3

Contract Duration - 1 year

Duty Station

 : CH-Geneva

Publication Date

 : 06-May-2020  

Application Deadline

 : 27-May-2020, 11:59:00 PM

 

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE:  please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

1.      Organizational Context

1. Organizational Setting
   
   
   The position is located in the Records and Archives Section of the Conference and General Services Division, in the Administration and Management Sector. The Section is responsible for the development and implementation of policies, procedures and best practices for the management of WIPO's organizational records and archival materials. The Section also contributes to the delivery of integrated strategies for enterprise content management to support business needs and knowledge-sharing.
   
   
   
   
2. Purpose Statement
   
   
   The Records and Information Management Officer contributes to the development of information structures and procedures within WIPO's Enterprise Content Management (ECM) system in order to facilitate business needs and to assist in strengthening the internal framework for digital records and information governance.  She/he provides technical guidance on a range of digital records and information governance issues, working in close collaboration with business managers, records managers, IT, legal and information-security experts across the Organization.
   
   
   
   
3. Reporting Lines
   
   
   The incumbent works under the supervision of the Head of Section.
     
   

2.      Duties and Responsibilities

The incumbent will perform the following principal duties:

a.   Provide substantive technical inputs to the Head of Section for the development and implementation of effective approaches for digital records management at WIPO.  Refine and develop key organizational records management tools, including the classification scheme and retention schedules.

b.   Collect and analyze requirements from WIPO business units for their records and information management needs, and propose solutions; participate in the design and implementation of robust, tailored information structures within the ECM environment, which enable business units to create, share, retrieve and protect information effectively, and which comply with information governance, security and records management requirements.

c.   Train and assist business managers and other users on the practical application of information lifecycle-management principles to digital records.

d.   Coordinate activities with records- and information focal points in the business units, and develop communities of practice.

e.   Contribute to the development of the Organization-level metadata model for the ECM platform. Promote good practice in the use of metadata for the management and retrieval of information, and for facilitating access to knowledge.

f.    Work with the technical team and business units to prepare for the migration of content onto the ECM platform; and participate in the development of migration strategies.

g.   Keep abreast of developments in the technologies and evolving practices in the field of records and information management.

h.   Perform other related duties as required.

 

3.      Requirements

Education (Essential)

First-level university degree in the field of information management, records and archives management, information systems management or related field.

Education (Desirable)

An advanced university degree in one of the aforementioned disciplines would be an advantage.

Experience (Essential)

At least six years of relevant professional experience, preferably in a large organization, including in digital records management and in developing file structures or taxonomies based on business needs. An advanced university degree may be accepted in lieu of two years of relevant experience.

Experience of managing content in an ECM system.

Experience (Desirable)

Records management experience in an international organization would be an advantage.

Language (Essential)

Excellent knowledge of written and spoken English.

Language (Desirable)

Good working knowledge of spoken and written French would be an advantage.

Job Related Competencies (Essential)

Comprehensive knowledge of industry standards and guidelines pertaining to records and information management. Excellent understanding of records management taxonomies and classification systems.

Practical knowledge of digital records management functionalities within an Enterprise Content Management (ECM) system.

Ability to analyze complex requirements relating to information management and evaluate different views to arrive at practical solutions.

Ability to communicate and promote records-management best practices.

High level of customer-orientation.

Ability to work effectively within mixed disciplinary teams.

Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and the ability to quickly adapt to new software and tools.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

Job Related Competencies (Desirable)

Practical knowledge of content analysis technologies to support clean-up, categorization or migration processes.

Good knowledge of the OpenText Content Suite would be a strong advantage.

4.      Organizational Competencies

1.  Communicating effectively.

2.  Showing team spirit.

3.  Demonstrating integrity.

4.  Valuing diversity.

5.  Producing results.

6.  Showing service orientation.

7.  Seeing the big picture.

8.  Seeking change and innovation.

9.  Developing yourself and others.

5. Information

   

Annual salary:

  

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment.  Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the March 2020 rate of 78.2%. 

     

 

P3
Annual salary		$60’962
Post adjustment		$47’672
Total Salary		$108,634
Currency USD

 

Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.

  

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

    

Additional Information

Temporary appointments are renewable, subject to continuing needs, availability of budget and satisfactory performance with a maximum cumulative length of two years.

   

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

    

The Organization reserves the right to make an appointment at a grade lower than that advertised.

    

By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

    

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.

 

_________________________________________________________________________

Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.

  

Additional background checks may be required.

Associate Information Resources and Services Administrator (Records and Archives). ADB, Manila. Open until 8 May 2020

Associate Information Resources and Services Administrator (Records and Archives)

Reference Number	200203
Position Level	AS 7
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	Asian Development Bank Headquarters
Date Posted	Thursday, April 23, 2020
Closing Date	Friday, May 8, 2020 11:59 p.m. (2359 Manila Time, 0800 GMT)

IMPORTANT INFORMATION
Close relatives¹ of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.
¹ Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle.
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).
 
Overview
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.
ADB only hires nationals of its 68 members.

The position is assigned in the Information Resources and Services Unit (OAIS-IR) within the Office of Administrative Services (OAS).

OAS manages the building, office space facilities, and delivers over 70 diverse services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Principal Director (PD) and supported by Division Directors who manage the respective business units.

OAIS-IR is composed of three teams: (i) Library Services, (ii) Information and Research Coordinators (IRC); and (ii) Records and Archives Services, which also manages the ADB History Gallery. The Records and Archives team helps develop and implement ADB's policy, procedures, and records management system for managing information and records in electronic and non-electronic formats; update ADB File Plan and metadata; provide guidance on storing, retrieval and disposal of inactive records; and render records and archives management services.
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To view ADB Organizational Chart, please click here.

Job Purpose
The Associate Information Resources and Services Administrator (Records and Archives) will collect, organize, maintain and preserve archival records of ADB; provide reference and research services, administer the digital conversion of archival records; support establishment of an electronic records management system (ERMS); curate archival materials for exhibit purposes, provide inputs in the preparation and design of exhibit materials for the ADB History Gallery, coordinate with departments for the turn-over of archival records; and support proactive disclosure in accordance with ADB policies. The incumbent will report to the designated International Staff and senior National Staff.
 
Responsibilities
Works independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisors:

• Maintains the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.
• Organizes the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.
• Identifies records requiring conservation and provides treatment and restoration to damaged records using international standards.
• Develops, implements, and maintains policies and procedures in selecting and organizing archival materials as well as the information system of the ADB's archival holdings.
• Coordinates with Departments/Offices on the transfer of archival materials for protection and preservation.
• Ensures conversion of archival records to electronic formats (including its migration to newer media) for the preservation of historical collection and as part of the business continuity program.
• Develops and maintains electronic client interface, database, and website.
• Support establishment of an electronic records management system (ERMS), including coordination for training and change management;
• Provides information and facilities to authorized archival records users through the preparation of indexes, guides, and other finding aids.
• Manages the reference services by conducting preliminary research, identifying relevant archival records and verifying staff's authority to have access to archival records or confidential materials to ensure security and integrity of archival records, and in compliance with the public communications policy of ADB.
• Promotes awareness on the importance of protecting and preserving archival materials and supports activities related to exhibits, external events and other activities requiring the distribution or display of archival materials.
• Maintains and develops the ADB Archives Gallery by assessing and selecting relevant materials for exhibits, updating featured materials and information, and coordinates activities and events.
• Backs up other records staff in their absence.
• Maintains statistics on archival holdings and activity indicators on the use of archives collection.
• Participates in the performation evaluation for service provider's personnel assigned to ADB on records and archives management services.
• Maintains records transfers, and plans the yearly work program for archives and the gallery.
• Performs other duties as may be assigned by the immediate supervisor, Unit Head, and/or director and reflected in the incumbent's workplan.

Qualifications

Relevant Experience & Requirements

• Bachelor's degree in Library Science, Archives Administration, or other information management discipline
• At least 5 years of experience as a practicing archivist
• Working knowledge and understanding of established records management policies and procedures
• Thorough knowledge of archival/records management operations and preservation techniques
• Experience in change management for IT project in relation to electronic records management system (ERMS)
• Experience on electronic filing system
• Experience in working in galleries or museums as curator and knowledge in digital exhibits will be an advantage
• Proficient in ADB or multicultural organizations' standard software programs and information technologies, particularly for database management and client interface
• Able to liaise and work effectively with staff within own work location
• Able to work collaboratively with teams as a constructive team member
• Excellent interpersonal skills and excellent command of written and spoken English
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 6-7

General Considerations
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.
ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.
ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.
Please note that the actual level and salary will be based on qualifications of the selected candidate.

Archives Assistants, FS-5 (2 positions). UNITAD, Baghdad. Open until 5 May 2020

 

Posting Title:

Archives Assistant (Two Positions), FS5 (Temporary Job Opening)

Job Code Title:

ARCHIVES ASSISTANT

Department/Office:

United Nations Investigative Team for Accountability of Da’esh/ISIL

Duty Station:

BAGHDAD

Posting Period:

06 April 2020 - 05 May 2020

Job Opening Number:

20-Documentation and Information -UNS-SPM UNITAD-134589-J-Baghdad (X)

Staffing Exercise

N/A

 

 

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

Org. Setting and Reporting

These positions are located within the United Nations Investigative Team to promote Accountability for Crimes Committed by Da’esh/ISIL in Iraq and the Levant (UNITAD) and will be based in Baghdad, Iraq. The Archives Assistant will support the evidence-digitization project to be delivered in close cooperation with national authorities on “the Digitization project”, and reports to the Chief of Analysis and Evidence, working closely with the Information Systems Management unit, the Analysis unit and the Field Investigations office, under the overall supervision of the Special Adviser of UNITAD.

 
Responsibilities

Under the supervision of the Head of Unit, the incumbent:
-Performs relevant biographical and historical research; prepares documents for systematic description and digitization, if necessary for long-term preservation; analyzes content of documents to be described extracting information useful for historic research; enters data into the archives management system according to the archival description standards; makes archival descriptions and files available online; reviews data entry of collaborator.
-Makes technical analysis of documents to be scanned according to their quality and goal of digitization; defines and implements settings of the scanner including resolution, formats and filters; digitizes and saves document, converts the file format if necessary, adds watermark; links to unit of description in archives management system; participates in scanning and description policies; provides feedback for the establishment of policies based on practical experience; participates in working groups on archival description and digitization.
-Assists with archival tasks/projects assigned by the chief; assists in any task related to the work of the unit; digitizes and describes documents collected as part of the UNITAD work; participates in unit and cross-sectional working groups.
-Participates in planning, organizing, and conducting on site digitization project to collect evidence from Iraqi ministries and courts.

 
Competencies

PROFESSIONALISM: Sound knowledge of information management archives management, record-keeping and record disposition. Knowledge of records and archives physical preservation standards. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
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.
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

At least seven (7) years of experience in archives, records management, electronic record management or related area is required.
Experience with archives management systems desirable.
Experience with UN tribunal or Investigative bodies and knowledge of UN history desirable.
Experience with evidence collection, management and retention policies desirable.

 
Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required and Arabic is highly desirable. Knowledge of another official United Nations language is an advantage

 
Assessment

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

 
Special Notice

• This position is temporarily available. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• 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.

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

• This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15.

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

 
United Nations Considerations

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

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

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.

Information Management Coordinator, B5/B6. EUMETSAT, Darmstadt. Open until 4 May 2020

VN 20/23 Information Management Coordinator

In the EUMETSAT matrix organisation, the Technical and Scientific Support (TSS) department provides support to the development and operations of EUMETSAT satellite systems, in particular ground systems, as well as quality assurance and management support services to the full organisation, through its Process Assurance and Management Support Division (PRS).

The Information Management (IM) Competence Area of the PRS Division provides IM expertise, knowhow and support across EUMETSAT.

Reporting to the Competence Area Manager, the Information Management Coordinator provides information and documentation management support to all EUMETSAT business areas and contributes to the evolution of the overall IM framework.

DUTIES

    Ensure that information and documentation conform to applicable IM processes, procedures and working practices;

    Promote awareness and use of IM plans, working practices and support tools;

    Implement information and retention policies and participate in their quantitative and qualitative monitoring, as well as their update;

    Perform activities of the standard Information Management lifecycle, such as receipt and registration of information items (e.g. documents), maintenance of electronic filing system, maintenance and improvement of templates, liaison with engineering teams on baselined information, etc.;

  Contribute to the evolution of IM processes, procedures, working practices and tools towards digital information management, including:

        Provision of advice and guidance;

        Participation in or coordination of projects in areas such as collaboration, search or digital preservation;

        Functional support to the deployment of IM support tools (specifications, testing, user guidance, etc.)..

LOCATION

Darmstadt, Germany

QUALIFICATIONS

 Qualification or professional certification in information management, records management or a related domain;

LANGUAGES

 The official languages of EUMETSAT are English and French. Candidates must be able to work effectively in English and have some knowledge of French.

DEADLINE

 4 May 2020

SKILLS AND EXPERIENCE

    Proven experience using enterprise-wide content management tools in a documentation/information-intensive industry (e.g. aerospace, defence, finance, or similar);

    Ability to handle peaks of workload by self-organisation and management of priorities;

    Ability to provide advice/guidance to users in order to ensure information and document management working practices are followed;

    Excellent communication and interpersonal skills and the ability to work as part of a team;

    Strong service and customer focus;

    Project management experience would be an asset.

EMPLOYMENT CONDITIONS

The initial contract will be of 4 years’ duration, with subsequent 5 year contracts being awarded thereafter, subject to individual performance and organisation requirements. There is no limit to the amount of follow-up contracts a staff member can receive up to the EUMETSAT retirement age of 63 and there are certainly opportunities to establish a long career perspective at EUMETSAT.

This post is graded B5/B6 on the EUMETSAT salary scales. The minimum basic salary for this post is EURO 5,094 per month (net of internal tax) which may be negotiable on the basis of skills and experience. The salary scale provides for increments on the anniversary of taking up employment, and scales are reviewed by the EUMETSAT Council with effect from 1 January each year. In addition to basic salary, EUMETSAT offers attractive benefits. Further information, including salary details, is available on the EUMETSAT web site.

EUMETSAT is committed to providing an equal opportunities work environment for men and women.

Please note that only nationals of EUMETSAT Member States may apply. The EUMETSAT Convention requires that Staff shall be recruited on the basis of their qualifications, account being taken of the international character of EUMETSAT.

ABOUT EUMETSAT

EUMETSAT is Europe’s meteorological satellite agency. Its role is to establish and operate meteorological satellites to monitor the weather and climate from space - 24 hours a day, 365 days a year. This information is supplied to the National Meteorological Services of the organisation's Member and Cooperating States in Europe, as well as other users worldwide.

EUMETSAT also operates several Copernicus missions on behalf of the European Union and provide data services to the Copernicus marine and atmospheric services and their users.

As an intergovernmental European Organisation, EUMETSAT has 30 Member States (Austria, Belgium, Bulgaria, Croatia, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Lithuania, Luxembourg, The Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey and the United Kingdom.)

Information Management Officer, P-4. UN Secretariat, Department of Peace Operations. Open until 14 April 2020

Posting Title:

Information Management Officer, P4 (Temporary Job Opening)

Job Code Title:

INFORMATION MANAGEMENT OFFICER

Department/Office:

Department of Peace Operations

Duty Station:

NEW YORK

 

 

Posting Period:

01 April 2020 - 14 April 2020

Job Opening Number:

20-Information Management Systems-DPO-134364-J-New York (X)

Staffing Exercise

N/A

 

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

 

Org. Setting and Reporting

This position is located within the Evaluation Team, Policy Evaluation and Training Division, Department of Peace Operations (DPO). The incumbent will report directly to the Chief, Evaluation Team. The mandate of the Policy, Evaluation and Training Division (DPET) was established by the General Assembly in its resolution 61/279 and was extended in its resolution 67/287. The functions of the Division are set out in the Secretary-General’s Bulletin on the Organization of the Department of Peacekeeping Operations (ST/SGB/2010/1). The Division comprises the Office of the Director (which includes the Evaluation Team and the Partnerships Team), the Integrated Training Service and the Policy and Best Practices Service.

The Evaluation Team provides the Department of Peace Operations with an internal evaluation mechanism to assist in the effective management of field missions including strengthening operational effectiveness and accountability. Evaluation findings inform policy development and training activities, strengthen Headquarters ability to provide strategic guidance to mission leadership, strengthen DPO planning processes and improve feedback on operational issues for troop and police contributing countries, member states, and legislative bodies.

The Evaluation Team is now mandated to support the development, piloting, and implementation of CPAS in all peacekeeping missions (with the exception of those in drawdown); provide ongoing technical and on-the-ground support to the implementation and management of CPAS in missions; to integrate and/or align CPAS with other UN planning, performance assessment, and IT systems to ensure coherence; and institutionalize CPAS as a UN planning and performance tool with supporting policy and guidance. 

Responsibilities

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

• Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Comprehensive Performance Assessment System (CPAS) for United Nations peacekeeping operations.
• Conducts policy-oriented research and drafting on the applicability of information technology to the CPAS 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 performance assessment records.
• Assesses and makes recommendations relating to the use of information systems from the peacekeeping performance assessment perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to the CPAS.
• Provides advisory services Organization-wide on performance assessment practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to performance assessment practices, improvement and implementation strategies, resource requirements, and informs management policies and procedures, with an emphasis on technological applications.
• Monitors the progress of projects in client offices, ensures compliance with Section standards and guidelines and provides assistance in identifying consultants as required and associated project Terms of Reference.
• Evaluates and pilots emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, imaging and digitisation systems and optical disk storage media) to develop strategies for integrating records created in diverse systems into an electronic comprehensive performance assessment system; to plan and develop migration strategies for archival preservation of electronic records and to develop and maintain expertise necessary to advise Secretariat offices in the management of the CPAS.
• 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 through Umoja and monitors expenditures; oversees installation of hardware and liaises with OICT on the replacement of obsolete equipment; overseeing Section LAN Administrators and ensures that technical problems are resolved expeditiously; and oversees the implementation of the CPAS.
• Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value, develops and implements appropriate retention schedules with records-originating offices, monitors compliance with the requirement to transfer inactive records to Headquarters, and, where applicable, identifies non-core records for transfer to commercial storage and manages commercial storage contracts.
• 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 CPAS data. Develops and implements policies and guidelines relating to the preservation of and access to CPAS data by establishing metadata requirements; retains schedules for incorporation into the CPAS Information Technology platform; transfers, maintains security protocols; and selects standards for digitisation of finding aids and records and their electronic dissemination.
• Manages information security by enforcing security-classification restrictions of CPAS-generated data.
• 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 peacekeeping performance assessment perspectives and standards.
• Participates in the planning and organizing of training for Headquarters and mission staff and users with respect to utilization of reference services.
• Evaluates the performance of vendors and certifies invoices, as necessary.
• Guides, trains and supervises professional and general service staff in the various records information management functions.
• Performs other duties as assigned.

 

Competencies

• PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition. 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.

• CLIENT ORIENTATION: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients' needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

• TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

 

Education

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

 

Work Experience

A minimum of seven years of progressively responsible experience in database management, knowledge management, data analysis, modern archives management, record keeping, library, information management or related area is required.
Experience using Microsoft SQL Server, Microsoft Reporting Services, Microsoft SharePoint, Microsoft Power BI is required.

 

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of French is desirable. Knowledge of another official United Nations 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 position is temporarily available immediately through 31 December 2020.

• The appointment, or assignment, and renewal thereof are subject to the availability of the post or funds, budgetary approval, or extension of the mandate.

• If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

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

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

• 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.

•Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• 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.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

 

United Nations Considerations

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

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

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.

Posting Title:	Information Management Officer, P4 (Temporary Job Opening)
Job Code Title:	INFORMATION MANAGEMENT OFFICER
Department/Office:	Department of Peace Operations
Duty Station:	NEW YORK
Posting Period:	01 April 2020 - 14 April 2020
Job Opening Number:	20-Information Management Systems-DPO-134364-J-New York (X)
Staffing Exercise	N/A

Information Management Officer, P-4. UNEP, Nairobi. Open until 30 April 2020

Posting Title:

INFORMATION MANAGEMENT OFFICER, P4

Job Code Title:

INFORMATION MANAGEMENT OFFICER

Department/Office:

United Nations Environment Programme

Duty Station:

NAIROBI

Posting Period:

17 March 2020 - 30 April 2020

Job Opening Number:

20-Information Management Systems-UNEP-131982-R-Nairobi (X)

Staffing Exercise

N/A

 

 

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

 
Org. Setting and Reporting

The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. UNEP’s Law Division is the lead Division charged with carrying out the functions of UNEP in the field of environmental law, governance and related policy issues, including those related to multilateral environmental agreements (MEAs). To fulfill its mandate, the work of the Law Division focuses on: leading the international community in the progressive development of environmental law; supporting States in the development and implementation of legal, institutional and policy measures that address emerging and important environmental challenges; facilitating cooperation and coordination among MEAs and between UNEP and those agreements; working with MEA Secretariats to support Parties to the respective MEAs in implementing their treaty obligations; and facilitating policy dialogue among States on issues relating to international environmental law and governance. This position is located in the Law Division in Nairobi, Kenya. Under the overall supervision of the Director and Deputy Director and day-to-day guidance and supervision of the Head of the Programme Delivery and Management Unit of the Division, the incumbent is responsible for managing the Division’s Knowledge Management and Communication priorities. Within delegated authority the Information Managerment Officer will be responsible for the following duties: 

Responsibilities

1. Directs the further development and operation of knowledge management systems at the Division to generate, collect, maintain and disseminate information on environmental law and governance, including MEAs.
- Takes the lead in strategy, planning, development and implementation of large, complex publication information management initiatives in the field of environmental law and governance, including MEAs (e.g. global promotion initiatives, broad-reaching subject specific issues, etc.); in close collaboration with the Communications Division and other relevant Units/Divisions, develops ways to implement campaigns system-wide and to incorporate the campaign message and themes into all relevant events and product
2. Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Division’s non-current records and archives and delivery of reference services, archival description and systems management.
- Takes the lead in compiling information from various knowledge repositories and web resources.
Manages publications programme; produces materials for print/electronic/voice/visual media.
- Coordinates preparation of material for newsletters, periodicals, reports and books and edits drafts.
- Builds partnerships and information networks; plans and oversees maintenance of publicly accessible information materials on UNEP as they relate to environmental law and governance, including MEAs; plans and develops outreach activities in close collaboration with Communications Division.
3. Manages the day-to-day operation of the team responsible for knowledge management and communication at the Division, including participating in coordination of substantive and administrative activities of the team, interpreting and disseminating policy, providing procedural advice, improving reporting systems, handling operational and administrative queries, preparing budget submissions, establishing and/or coordinating training programmes and monitoring and evaluating results.
- Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
4. Develops project proposals and identify sources and seeks funding and other assistance for major campaigns.
- Act as a focal point between the Communication Division and all MEAs on all communication needs and activities
5. Performs other duties as assigned.

 

Competencies

PROFESSIONALISM: Knowledge of different aspects of public information and communication. Ability to address a range of issues in the context of political developments, public attitudes and local conditions. Ability to conceptualize, design and implement major information campaigns. Ability to rapidly analyze and integrate diverse information from varied sources. Ability to diplomatically handle sensitive situations with target audiences and cultivate productive relationships. Ability to produce a variety of written communications products in a clear, concise style. Ability to deliver oral presentations to various audiences. 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.

CLIENT ORIENTATION: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

 

Education

Advanced university degree (Master’s degree or equivalent) in communication, international relations, international law, public administration, environmental policies/management or information and knowledge management. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

 

Work Experience

A minimum of seven (7) years of progressively responsible experience in public information management and/or communication of environmental law, sustainable development and/or environmental policies/management is required.
Experience working at an international level is desirable.

 

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Knowledge of another UN working language is an asset.

 

Assessment

Evaluation of qualified candidates for this position may include a substantive assessment which will be followed by a competency-based interview.

 

Special Notice

This position is open for recruitment for an initial period of one year and may be subject to extension. 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. The United Nations Secretariat is committed to
achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position. 1. All applicants are strongly encouraged to apply on-line as soon as possible
after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided.
2. If you do not receive an email acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists please seek technical assistance through the Inspira "Need Help?" link.

Pursuant to section 7.11 of ST/AI/2012/2/ Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

Internal Applicants – when completing the PHP, ensure ALL fields, ALL professional experience and contact information are completed and up to date. This information is the basis for the hiring manager to assess your eligibility and suitability for the position and to contact you.

Individual contractors and consultants who have worked within the UN Secretariat in the last six months, irrespective of the administering entity, are ineligible to apply for professional and higher temporary or fixed-term positions. and their applications will not be considered.

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.

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.