Job Opening

Posting Title: Information Management Assistant, G5
Job Code Title: INFORMATION MANAGEMENT ASSISTANT
Department/Office: United Nations Joint Staff Pension Fund - Pension Administration
Duty Station: GENEVA
Posting Period: 21 June 2021 - 20 July 2021
Job Opening Number: 21-Information Management Systems-UNJSPF PA-157788-R-Geneva (O)
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

This position is located in the Records Management and Quality Control Unit (RMQCU) within the Operations Support Section, UNJSPF Geneva office. The Information Management Assistant reports to the Chief of RMQCU under the general supervision of the Chief of Operations Support Section.

Responsibilities

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

Archives and Records Management:
•Provides standard and ARMS-specific applications support and applications troubleshooting for Unit staff.
•Conducts end-user training relating to standard electronic record keeping systems.
•Registers Unit’s incoming and outgoing records in electronic record keeping system.
•Manages Separation Inbox in which Organizations and participants / beneficiaries send emails with Separation Documents to be uploaded for creation of appropriate workflows. Manages MSS Uploaded documents. Participates in Quality Control by vetting all incoming documents.
•Maintains Unit’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
•Participates in records management projects, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
•Assists in accessioning, disposition, description, and database updating activities as they relate to Unit records-related projects.
•Satisfies requirements for the procurement, payment and inspection of goods and services.
•Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Unit database.
•Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzes retention schedules and precedents in support of disposition decisions.
•Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
•Oversees internal records retrieval, loan, reproduction and staff clearance operations.
•Supports external reference services by drafting routine responses to enquiries, including records reproduction transmittals, for approval of Unit Chief.
•Participates in maintaining the Unit’s reference database.
•Processes CE Signature Verification by approving or rejecting the signatures and following up. Processes Thumbprint and guardianship Cases.

Documents:
•Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
•Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
•Provides document delivery services as required.

General:
•Conducts research as requested by more senior staff.
•Provides relevant technical support to users of information services.
•Provides administrative support for the Unit and Section Chiefs and undertakes other duties as assigned.

Competencies

•Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. 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.

•Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

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

Education

High school diploma or equivalent.

Work Experience

Five years of experience in archives, electronic record management or related area is required.
Experience in record management within an employee and/or post-employment benefit scheme is desirable.
Experience within the UN common system is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French is required. Knowledge of the other is required. 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

The UNJSPF is an inter-agency body established by the United Nations General Assembly in 1949. The Pension Fund pays benefits in 17 currencies to more than 70,000 beneficiaries who reside in 190 countries, and services more than 130,000 participants who work in the 25 Member Organizations of the Pension Fund.

The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat. Any candidate from a member organization of the UNJSPF applying for the post is considered as an internal candidate provided he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.

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.

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. Having passed the Administrative Support Assessment Test at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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

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.

Sorry, this job opening is no longer available.
Home | Privacy notice | Site map | Fraud alert | Contact Us
Copyright 2022 United Nations. All rights reserved