Job Opening

Posting Title: INFORMATION MANAGEMENT ASSISTANT, FS5 (Temporary Job Opening)
Job Code Title: INFORMATION MANAGEMENT ASSISTANT
Department/Office: Regional Service Centre at Entebbe
Duty Station: ENTEBBE
Posting Period: 18 September 2020 - 24 September 2020
Job Opening Number: 20-Information Management Systems-RSCE-141300-J-Entebbe (M)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location-dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support. In addition to these services, the Office of the Chief RSCE and support offices through the Deputy Chief RSCE provides overall guidance on the operations of the RSCE including strategic planning, communication, budgeting, human resources management, property management, quality assurance and business intelligence, conference services, record keeping and archive management, and audit response and risk management.

For more information, please visit https://rsce.unmissions.org.

This position is located in the Archives and Records Management Unit, in the Deputy Chief Pillar of the RSCE. The Information Management Assistant at this level reports to the Deputy Chief of RSCE.

Responsibilities

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

Archives and Records Management
• Oversee and manage the RSCE archives and records; ensure that documentation is properly stored and safe guarded and available for reference by authorized RSCE staff members.
• Oversee records accessioning operations by supervising and guiding staff in receiving transfers; ensure the application of retention schedules and the establishment of links to previous accessions.
• Manage records storage operations by approving space allocations and associated accessions and database updating; respond to problems that arise with solutions; and monitor environmental quality controls.
• Report to DOS Headquarters concerning documentation held in the RSCE Archive and coordinate the transfer of archives documentation to DOS HQ as required.
• Manage document disposals by coordinating with relevant secretariat staff concerning offsite storage; ensure the proper preparation of background information for the review of archivists and approve retention schedules; supervise the staging of records for disposal, ensuring incinerator use for confidential documentation.
• Manage contractually stored records by facilitating the establishment of contracts and monitoring compliance; supervise the preparation of records for transfer to commercial storage; ensure retention schedules are applied and initiate reappraisals and disposals in consultation with archivists
• Establish archival procedures and supervise archival arrangements and description operations performed by UN staff
• Oversee reference and research operations and supervise reference staff in records identification, retrieval and production services
• Maintains RSCE’s paper-based and electronic file system by creating new folders, applying retention policy and tracking file movement.
• Leads records digitization project at the RSCE by scanning paper archives to archival/preservation standards. This includes related tasks such as transcoding/converting electronic files, uploading them to Section’s databases, performing quality assurance and running Optical Character Recognition (OCR) software.
• Maintains confidentiality of information contained in personnel files.

Documents
•Manage the provision of research and document delivery services provided by the Unit and prepare related reports for the supervisor and senior management.
•Decide on changes in practices and procedures in order to improve efficiency and effectiveness of services provided.
•Evaluate statistics on services, systems and workload of the Unit; and prepare related reports for the supervisor and senior management, making improvements and changes where required.

General
•Supervise and provide work direction and guidance to junior Information Management Assistants; manage and coordinate activities under his/her unit or area of responsibility; monitor staff performance and prepare performance evaluation reports for staff supervised.
•Prepare budget submissions related to the operation of the Information Management Unit; draft narrative justifications for the proposed budget; and monitor budget expenditures once approved.
•Consult and advise other units/sections throughout the field mission to identify and plan the provision of information management services; and ensure the efficient provision of such services.
•Prepare work output and progress reports on the work of the unit for the supervisor and senior management.
•Perform other duties as assigned by the supervisor.

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. 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.

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.

Teamwork - Works collaboratively with colleagues to achieve organizational goals; Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; Places team agenda before personal agenda; Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

High school diploma or equivalent is required. Technical or vocational certificate in library, archives or records management techniques and systems or related fields is desirable.

Work Experience

At least 8 years of progressively responsible experience in the field of archives and records management work is required.
Experience in records digitization of paper archives to archival/preservation standards is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.

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 until 31 March 2021.
•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.
•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.
•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.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

Sorry, this job opening is no longer available.
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