Job Opening

Posting Title: INFORMATION MANAGEMENT ASSISTANT, G5
Job Code Title: INFORMATION MANAGEMENT ASSISTANT
Department/Office: Resident Coordinator System
Duty Station: KATHMANDU
Posting Period: 21 July 2022 - 04 August 2022
Job Opening Number: 22-Information Management Systems-RCS-184330-R- (E)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The UN Secretary-General's launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator - the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level - support countries in the achievement of their development priorities and the attainment of the SDGs.

The Information Management Unit (IMU) is an integral part of the RCO Nepal. Over the last years the IMU has contributed to preparedness and response planning for the Humanitarian Country Team (HCT). Staff from the IMU have helped to bring about significant improvements in how the HCT undertakes preparedness planning and subsequent prioritisation. The IMU produces GIS maps and other graphic presentations using primary and secondary data on various themes. The IMU also coordinates data collection and data processing; provides data, information management and mapping services to UNCT and partners; and supports the dissemination of information to the wider development and humanitarian community.

The position is located in the UN Resident Coordinator's Office in Kathmandu, Nepal. The Information Management Assistant reports to the Information Management Unit Manager.

Responsibilities

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

1. SUPPORT THE RCO IN COLLECTING AND UPDATING INFORMATION:
• Contribute in coordination and compilation of information from relevant stakeholders/organization.
• Support in updating and validating regular IMU database such as incident database, Basic operating Guidelines (BOGs) database and other databases as necessary by collecting related information through a wide range of reliable sources.
• Support in developing online questioner using tool such as Survey monkey, Kobo etc. for collecting information as per request and/or need.
• Quality control of collected data and information in terms of its reliability, completeness and consistency.
• Support in producing various information products, technical reports, working papers, briefing pack and presentations as required.
• Ensure information/data security of all the data products and its regular backup.
• Support in updating and assimilating global information management standards, policies and procedures to guide related information management activities.

2. MANAGEMENT, MAINTENANCE AND REGULAR UPDATE OF UNCT NEPAL WEBPAGE, NEPAL INFORMATION PLATFORM (NIP):
• Maintain and continuous monitoring of NIP and its related activities.
• Set platform for prompt and timely update of the information on the web page.
• Train/orient/monitor web content managers of different agencies and thematic groups on updating their respective agency/thematic webpage in NIP.
• Design new thematic page as per requirement for publishing information on new theme.
• Regular coordination with web technical team.
• Insure timely backup of data on web page.
• Regular web security checks of NIP.
• Prepare monthly statistical analysis report of NIP and its usefulness.
• Maintain up to date log on all the activities conducted in NIP.

3. SUPPORT IN COORDINATION AND MANAGEMENT ARRANGEMENT:
• Regular update and synchronize of existing contact database.
• Share contact list through NIP and emails.
• Regular update of existing contact group email such as HCT email group, IMWG etc .
• Create new contact group as per request and/or need.

4. SUPPORT OFFICE IN NETWORKING WITH PARTNERS:
• Assist in conducting Information Management Working Group (IMWG) meeting and preparation of meeting minutes.
• Develop and maintain the network of partners to gather, maintain and produce wide range of information products.
• Facilitate the meetings with partners relating to SDG working group, BOGs, Contact Groups, Workshops and any other related activities.

5. ASSIST IN DESIGN, DEVELOP AND MAINTAIN DATABASES:
• Assists in designing and developing database management systems, monitoring tools and data collection tools/templates to support humanitarian and development operations.
• Assist in regular update, management and backup of IMU database repository including Common operational database (COD), Fundamental operational database (FOD), Who is doing What and Where database and others
•Maintain up-to-date log of IMU database repository.

6. FACILITATION OF KNOWLEDGE BUILDING AND KNOWLEDGE SHARING:
• Organize training to RCO staff and partners on information systems, when required.
• Synthesis of lessons learnt and best practices in the information management.

7.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.

• Undertake other duties that may be required by the RCO Head of Office or the Information Management Unit Manager

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.

•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.

•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 is required. Passing the United Nations 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 GSST at the time of application may be invited for the test after submitting an application.

Work Experience

A minimum of five years of experience in archives, electronic record management or related area is required

Working for the United Nations or another international organization in a similar capacity is required.

Experience in Graphical software application (experience in Adobe Illustrator, ESRI ArcMap) is desirable

Experience in Online web survey application (Survey Monkey, Kobo) is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Nepali is required. Knowledge of another official United Nations language is desirable. NOTE: "fluency equals a rating of "fluent" in all four areas (read, write, speak, understand) and "knowledge of" equals a rating of
"confident" in two of the four areas)

Assessment

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

Special Notice

This is a project post. Appointment against this position is for an initial period of one year. Extension of the appointment is subject to extension of the mandate or the availability of the funds. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her.

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. However, Applicants may apply and be considered for locally recruited positions no matter where they are currently located (including the current serving staff members at other duty stations), provided they are locally available upon appointment. They will be considered locally recruited for purposes of SR 4.4. If selected, the GS staff member will be responsible for any costs related to their travel and relocation in the context or onboarding. If they do not already have the right to work in the duty station,appointment is contingent on issuance of a visa from the local authorities.

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.Internal Applicants: When completing the form, 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. 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. 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.

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. Online applications will be acknowledged where an email address has been provided. If you do not receive an e-mail 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.

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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