Job Opening

Duty Station: NEW YORK
Posting Period: 23 September 2016 - 22 October 2016
Job Opening Number: 16-Information Management Systems-DM OCSS-66221-R-New York (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Sorry, this job opening is no longer available.

Special Notice

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. 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 in English 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.

Org. Setting and Reporting

This position is located in the Archives and Records Centre in the Archives and Records Management Section, Office of Central Support Services. The incumbent will directly report to the Chief of the Archives and Records Centre.


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

Archives and Records Management
- Provides support to Section’s clients by appropriately responding to their requests for information in writing and/or orally. This includes conducting research into United Nations archives, searching Section’s database and/or finding aids, and understanding the structure of the UN and the organisation of its archives.
- Oversees reference and research operations by servicing on-site and remote researchers, including the supervision of Reference staff in records identification, retrieval and reproduction services.
- Oversees archival arrangement and description operations by identifying, planning and managing projects in consultation with Section archivists and in liaison with contractual archivists.
- Undertakes archival arrangement and description projects by researching administrative histories and providing records content analysis for purposes of series descriptions and appraisal determinations; arranges records and prepares series descriptions according to archival standards and database protocols.
- Performs records digitisation 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 OCR software as well as overseeing and supporting the archival digitisation of other UN staff and Section’s contractors.
- Coordinates access and declassification reviews by screening records for security-classified materials, preparing declassification review requests and updating Section database.
- Oversees space and asset management in the archives repositories by ensuring the holdings are regularly inventoried and barcode scanned and that the Section database is updated to mirror any changes in the location of archival assets; responds to emergencies and/or disasters; and monitors environmental quality controls and arranges for the resolution of problems.
- Oversees disposals by liaising with relevant Secretariat staff and off-site storage and paper recycling companies; prepares background information for the review of archivists and implements retention schedules; supervises the staging of records for disposal; and updates the Section database.
- Provide support to Archives Outreach initiatives and events on UNARMS website, Social Media platforms, the United Nations Intranet, etc.

- Performs research and document delivery services using a range of specialised commercial databases in addition to standard sources and databases.
- Orders and ensures shipment of documents, reference materials, stationery and necessary equipment to various sites.
- Maintains statistics on service and workload measures.

- Guides and supervises more junior General Service Staff.
- Provides administrative support to the section and unit chiefs and undertakes other duties as assigned.


Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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.

Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside
the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.


High school diploma or equivalent.

Work Experience

Seven years of experience in archives, electronic records management or related area is required.


English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.


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

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.

No Fee


Sorry, this job opening is no longer available.
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