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.
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.
•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.
Diplôme de fin d’études secondaires ou équivalent.
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.
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.
L’évaluation des candidats qualifiés pourrait inclure un exercice d’évaluation, pouvant être suivi d’un entretien d’appréciation des compétences.
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.
Aux termes du paragraphe 3 de l’Article 101 de la Charte des Nations Unies, la considération dominante dans le recrutement du personnel doit être la nécessité d’assurer à l’Organisation les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. Ne seront pas retenues les candidatures des personnes qui ont commis des violations du droit international des droits de l’homme, des violations du droit international humanitaire, des actes d’exploitation, d’atteintes ou de harcèlement sexuels, ou au sujet desquelles il existe des raisons plausibles de croire qu’elles ont été impliquées dans la commission de tels actes. L’expression « exploitation sexuelle » désigne le fait d’abuser ou de tenter d’abuser d’un état de vulnérabilité, d’un rapport de force inégal ou de rapports de confiance à des fins sexuelles, y compris mais non exclusivement en vue d’en tirer un avantage pécuniaire, social ou politique. On entend par « atteinte sexuelle » toute atteinte physique de nature sexuelle commise par la force, sous la contrainte ou à la faveur d’un rapport inégal, ou la menace d’une telle atteinte. Le harcèlement sexuel s'entend de tout comportement déplacé à connotation sexuelle raisonnablement propre ou de nature à choquer ou humilier, lorsqu'il entrave la bonne marche du service, est présenté comme une condition d'emploi ou crée au lieu de travail un climat d'intimidation, d'hostilité ou de vexation, et lorsque ce comportement est assez grave pour justifier le licenciement de son auteur. La candidature de personnes qui ont commis des infractions autres que des infractions mineures au code de la route ne sera pas retenue.
Sera dûment prise en considération l'importance d'un recrutement effectué sur une base géographique aussi large que possible. Aucune restriction ne sera imposée par l'Organisation à l'accès des hommes et des femmes, dans des conditions égales, à toutes les fonctions, dans ses organes principaux et subsidiaires. Le Secrétariat de l'Organisation des Nations Unies est un espace non-fumeurs.
La considération dominante dans l’engagement, la mutation ou la promotion du personnel est la nécessité de s’assurer les services de personnes possédant les plus hautes qualités de travail, de compétence et d’intégrité. En acceptant une offre d’engagement, les membres du personnel sont soumis(es) à l’autorité du Secrétaire général, qui peut leur assigner l’une quelconque des tâches ou l’un quelconque des postes de l’Organisation des Nations Unies, conformément à l’alinéa c) de l’article 1.2 du Statut du personnel. Dans ce contexte, tous les membres du personnel recrutés sur le plan international sont tenus de changer de fonctions périodiquement à l’intérieur d’un même lieu d’affectation ou dans un autre lieu d’affectation, dans les conditions fixées par le Secrétaire général.
Les candidats sont invités à respecter scrupuleusement toutes les instructions disponibles sur la plateforme de recrutement en ligne Inspira. Pour des informations plus détaillées, ils ou elles peuvent consulter le manuel d'instructions pour le candidat, en cliquant sur le lien hypertexte « Manuels » sur le côté supérieur droit de la page d'accueil de leur compte Inspira.
Les candidatures feront l'objet d'une évaluation et d'un examen préalables sur la base des informations soumises conformément aux critères d'évaluation de l'avis de vacance de poste et aux dispositions législatives internes applicables de l'Organisation des Nations Unies, notamment la Charte des Nations Unies, les résolutions de l'Assemblée générale, le Statut et le Règlement du personnel, les textes administratives et les directives. Les candidats doivent fournir des informations exhaustives et précises conformément aux instructions fournies sur la plateforme Inspira. Une fois la candidature envoyée, aucune modification, suppression ou révision, ni aucun ajout ou changement ne pourra être fait. Il sera procédé à une vérification des références des candidats faisant l'objet d'une attention particulière pour s'assurer de l'exactitude des renseignements qu’ils ont fournis dans leur candidature.
Les avis de vacance de postes publiés sur le Portail des carrières sont retirés à 11:59 p.m. (heure de New York), le jour de la date limite de dépôt des candidatures.
L’ONU NE PERÇOIT DE FRAIS À AUCUN STADE DU RECRUTEMENT (DÉPÔT OU TRAITEMENT DE LA CANDIDATURE, ENTRETIEN, FORMATION, ETC.), ET ELLE NE DEMANDE AUCUNE INFORMATION BANCAIRE.