Job Opening

Posting Title: Records Assistant, G5 (Temporary Job Opening)
Job Code Title: STAFF ASSISTANT
Department/Office: Executive Office of the Secretary-General
Duty Station: NEW YORK; NEW YORK;
Posting Period: 04 April 2021 - 18 April 2021
Job Opening Number: 21-Administration-EOSG-153172-J-New York (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

The position is located in the Central Records Unit (CRU) of the Executive Office of the Secretary-General (EOSG). The primary role of the Central Records Unit is to receive, register and efficiently process all correspondence addressed to EOSG principals. The CRU acts as an official repository of EOSG records and performs retrieval and data analysis functions whenever necessary. The Unit also undertakes variety of information management and business process improvement projects, as assigned.

Responsibilities

Within delegated authority and under the direct supervision of the Chief, Central Records Unit (CRU), the Records Assistant is expected to perform the following duties:
•Receives, sorts, prioritizes and efficiently processes incoming correspondence addressed to the Secretary-General, Deputy Secretary-General, Chef de Cabinet, the Senior Advisor on Policy, and any other stakeholder, as directed.
•Performs content analysis of the assigned correspondence, synthetizes the subject/main topic, identifies the classification, including security classification level, determines distribution, registers in the correspondence database according to established procedures and within allocated timeframe.
• Assists with the preparation of data sets and responds to queries. Performs database searches to retrieve correspondence.
• Assists with maintaining an inventory of EOSG information, and assists with reports and communication, data acquisition and cleansing.
•Accurately processes, registers, timely follows-up and distributes requests for circulation from the Member States.
•Regularly engages with other CRU team members in filing of EOSG correspondence and records, ensures accurate and precise filing according to established procedures and the file classification scheme. Contributes to the preparation of records for transfer to organizational archives on yearly basis.
•Coordinates and cooperates on daily basis with other team members to ensure clearing of any backlogs of correspondence or filing.
•Once a week acts as the Duty Officer between 17:00 and 18:30 taking sole responsibility for registration and distribution of correspondence during this period of time.
•Serves as a focal point for correspondence-related queries, both within the EOSG and from outside. Coordinates extensively with service units and liaises frequently with colleagues from other EOSG Units and other Departments.
•Under direct supervision of the Chief, CRU undertakes simple information management and business process analysis projects to enhance management and flow of EOSG's information and correspondence.
•Performs other related work as required and assigned by the Chief, CRU.

Competencies

•Professionalism: Knowledge and understanding of the organization and the organizational structure and respective roles of related units, departments and agencies. Ability to apply various operational and administrative policies, practices and procedures, including those of records management field; ability to search databases, select, analyze and summarize information is required. Ability to exercise tact and discretion in dealing with confidential matters. Ability to handle and manage sensitive information and knowledge of the organizational policies on that matter. Ability to identify issues, formulate opinions, make conclusions and recommendations. Ability to interpret and analyze a wide variety of data and information, including by using relevant software. Ability to work well with written text, undertake basic research and gather information from standard sources. Ability to take an interest in new ideas and new ways of doing things; Is not bound by current thinking or traditional approaches. Actively seeks to apply technology to appropriate tasks. Uses analytical skills to assist in organizing, managing, and disseminating of information with attention to detail. Assists with analysis, modeling and interpretation of data in support of decision-making. Writes queries, assists with report drafting and assembles findings for presentations. Knowledge of the United Nations standard editorial and correspondence guidelines and manuals. Ability to develop clear goals that are consistent with agreed strategies; Ability to identify priority activities and assignments, and adjust 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 Demonstrated ability to apply good judgment in the context of assignments given. 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.

•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.

•Technological Awareness: Understanding and working knowledge of various United Nations systems and databased, including Microsoft O365 suite/SharePoint Online, Unite Docs/Correspondence, PowerBI/Qlick or similar software. 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

High school diploma or equivalent is required.

Work Experience

A minimum of five years of relevant experience in data, information and/or records management and/or administrative services, such as data-entry, analytics, secretarial and general support functions or related field is required
Experience working within the UN system is required. Experience working with file classification schemes, catalogue systems and large, complex databases is required.
Experience in information management projects, including development and implementation of file classification schemes is desirable.
Experience handling and organizing large volumes of paper and electronic records in a fast-paced office is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French or Spanish is desirable. Knowledge of another official UN language will be considered an advantage.

Assessment

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

Special Notice

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.

The temporary position is available for an initial period of six months. 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 job opening 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.

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.

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.

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