Job Opening

Posting Title: HR Information Management Assistant, G5 (Temporary Job Opening)
Job Code Title: INFORMATION MANAGEMENT ASSISTANT
Department/Office: Economic and Social Commission for Asia and the Pacific
Duty Station: BANGKOK
Posting Period: 14 February 2018 - 28 February 2018
Job Opening Number: 18-Information Management Systems-ESCAP-93048-J-Bangkok (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
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Org. Setting and Reporting

The mandate of the United Nations Economic and Social Commission for Asia and the Pacific (ESCAP) is to promote regional cooperation for inclusive economic and social development in the Asian and Pacific region. ESCAP's role as a regional development arm of the United Nations Secretariat is to support its membership, through its analytical, normative and technical cooperation activities, to respond to the development priorities and changing needs of the Asian and Pacific region.This position is located in the Human Resources Data Management Unit, Human Resources Management Section, Division of Administration. The HR Information Management Assistant reports directly to the Chief of Human Resources.

Responsibilities

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

Administration of Umoja Global Index Number (GID), HR mini master, and Organizational Management (OM)
- Serves as focal point to review and approve index number requests for meeting participants, consultants, interns, and staff members in Umoja GID in a timely manner and in compliance with the established procedures.
- Performs function of Local Process Expert (LPE) to provide advice and support to end users regarding the features and issues on Umoja GID requests and HR mini master data entry.
- Creates consultant position ID based on division structure and job family in Umoja OM. Assists in managing the staff post creation, extension and movement according to the requirements of requesting division.
- Conducts briefing sessions for new users on GID requests and HR mini master data entry. Updates users on new policy and changes in the system according to the guidelines from the technical team.
- Coordinates with the Umoja technical team on the investigation of complex technical issues, test run of new features in the simulation system, and data conversion requests.
- Assists in processing the test run of various Umoja BI reports and provide feedback to the technical team.

HR Report
- Assists the team in obtaining data; analyses and produces various HR statistical reports from the staffing table, Umoja OM and HR Insight.
- Ensures the data is accurate based on the established format and procedures.

Records Management
- Serves a custodian of Official Status files at ESCAP and first point of contact on any request regarding such files.
- Updates Official Status files on an ongoing basis, ensuring accuracy and confidentiality.
- Conducts end-user training relating to standard electronic record keeping systems and HR IT tools for Section staff.
- Registers Section's incoming and outgoing records in electronic record keeping system.
- Maintains Section's paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
- Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to off-site archives.
- Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects as well as perform clearinghouse functions concerning maintenance and location elements of the Section database.
- Satisfies requirements for the procurement, payment and inspection of goods and services using UN ERP systems.
- 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.
- Participates in maintaining the Section's reference database.

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 administrative support for the Unit and Section Chief, including the coordination of office and stationary supplies, planning, monitoring, ordering and stocking responsibilities with a view to the Section's requirements.

Competencies

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. Ability to collect, retrieve and analyse data, produce statistical reports. 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.

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; ability to manage challenging and persistent clients in a reasonable manner, including in telephone and written communications; 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.

Planning and Organizing - Identifies priority activities and assignments; demonstrates effective time management and ability to prioritize and plan own work to meet designated deadlines with minimal supervision. Ability to plan, schedule, and coordinate a number of events simultaneously in the context of a busy front office environment. Ability to use appropriate IT tools to enhance planning and organizing in an office setting; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning.

Education

High school diploma or equivalent; first level university degree desirable. Additional training in human resources management, archives/records management or related area is an asset.

Work Experience

A minimum of five years of experience in archives, electronic record management human resources management, administrative services or a related field is required. Experience using Microsoft Office applications is required. Experience with UN human resources policies, procedures and practices is desirable. Experience with ERP systems (e.g., Umoja, IMIS, Inspira, etc.) and other human resources data management tools 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 another official United Nations language is an advantage.

Assessment

Qualified applicants may be evaluated through a competency-based interview and/or other assessment methods.

Special Notice

Appointment against this post is on a local basis; candidates shall be recruited in the country or within commuting distance of the ESCAP office, irrespective of nationality and length of time the candidate may have been in the country. If no suitable local candidate is identified, candidates residing abroad may be considered. The candidate is responsible for any expenses incurred in taking the relevant examinations at the duty station, and of any costs related to traveling and relocating to the duty station in the event of an employment offer.

This is a temporary position and will be available until 30 June 2018. This Temporary Job Opening (TJO) is open to both internal and external candidates, including staff members on temporary appointments. Priority consideration will be given to serving staff members holding Fixed-Term Appointments followed by those holding Temporary Appointments. Selection of an external candidate will be subject to exceptional approval. If selected, an internal candidate will be on temporary assignment to the post; an external candidate will initially be offered a temporary appointment.

Must have passed the United Nations Global General Service Test (GGST) or an equivalent locally-administered test at Offices Away from Headquarters.

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 or sexual abuse, or crimes other than minor traffic offences, 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.

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 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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