Records Management Assistant, G-5




Administrative Services (AS) Programme

Knowledge Management Unit


Deadline

for application 31 July 2015


Announcement

number VA 15/024/AS


Expected date

for entry on duty As soon as possible


Duration of

appointment One and half year

with possibility of

extension


Duty

Station Bonn, Germany

  



Publication date: 02 July 2015, Post number: FCA-2946-G5-001


The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the



political process to address Climate Change. The Convention secretariat supports the Convention

and its Kyoto Protocol by a range of activities, including substantive and organizational support to

meetings of the Parties.

The mandate of the Administrative Services Programme is the overall facilitation, support and



guidance to programmes and the secretariat at large in the utilization and management of the human,

financial and other resources for the continued implementation of the core work and the mandated

activities of the secretariat to ensure efficiency, compliance and appropriate accountability, and the

facilitation of crosscutting common services and functions. Responsibilities include the development,

implementation and compliance monitoring of administrative policies and procedures for the UNFCCC

secretariat in the areas of finance, budget, human resources, procurement, travel and general

services.

Where will you be working


The Records Management Assistant post is located in the Records Management sub programme

which is accountable for providing records management services throughout the secretariat.

What will you be doing


Under the general guidance of the Chief, Knowledge Management and the direct supervision of the

Records Management Officer, you will be responsible for the following functions:

? Provision of records management support and advice

? Managing the inactive record center

? User support and training

? Maintenance of existing record management databases




You will have the following responsibilities:


1. You will provide record management support and advice to records-creating offices by:

? advising on records management procedures in organizing and managing UNFCCC



information assets, records preservation and disposition;

? handling records transfer processes;

? liaising with records-creating offices on the disposal of records;



Page 2

? applying retention schedules so that registration and physical aspects of records



transfers meet established standards.

2. You will maintain existing record management databases by:

? providing reference services, including conducting complex searching;

? supporting the review and analysis of business functions and activities;

? maintaining a complete and updated business classification scheme (BCS) and related



RM toolkits.

3. You will manage the daily operation of the inactive records center by:

? providing records retrieval services;

? being responsible for the physical security and safety of the organization�s records and



ensuring the efficient and safe use of storage space;

? coordinating with facility management for repository maintenance;

? conducting environmental quality controls and arranging for the resolution of problems;

? coordinating with staff in relevant administrative offices to procure archival supplies and



services.

4. You will provide user support and training by:

? supporting users on the application of the records management toolkits and



recordkeeping system;

? delivering staff training on basic records management tools;

? assisting in preparing training materials, user guides and searching aids.

5. You will perform any other job related activity as required, including maintaining records



management operational statistics.

What are we looking for

Educational background


Required:

Highly

desirable:

Completed secondary education.

Specialized training in information science, records, archives and library

management, and knowledge about electronic recordkeeping system.

Experience


Required: At least five years of relevant experience at office support level in documents

registration, modern archives management, record keeping, information

management or related area.

Language skills


Required:

Asset:

Fluency in written and spoken English.

Working knowledge of other United Nations languages and/or German.

Specific professional knowledge


Required:

Desirable:

Proficiency in MS Office (Word, Excel, Access, PowerPoint) as well as

Sharepoint 2010 or 2013

Practical experience in maintaining electronic records for public institutions

using an electronic records management system is desirable.



Job related skills


Required: Good communications skills.

Ability to deliver basic records management presentation and training.

Ability to deal with highly sensitive information.

Good research and analytical skills.

What is the selection process


You may be invited for assessment of your technical/professional knowledge. If successful you may

be invited for the final stage of the selection process, which consists of a competency based interview

to assess the skills and aptitudes required to successfully perform the functions of the post. The

following set of competencies for this particular post will be applied: Applying Professional Expertise,

communicating with impact, being responsive to clients and partners, working with teams

How to apply:


Candidates, whose qualifications and experience match what we are looking for, should use the online

application system available at http://unfccc.int/secretariat/employment/recruitment.




Please note:


1. This post is for local recruitment only. All travel, interview and relocation costs incurred to take up

an appointment at the duty station in Bonn are at the expense of the applicant.

2. We will confirm receipt of your application. However, only candidates under serious consideration

and contacted for an interview will receive notice of the final outcome of the selection process.

3. Indicative net annual salary: Euro 36,584, plus other UN benefits as indicated in the link below:

https://unfccc.int/secretariat/employment/conditions-of-employment.html


INTERNSHIP


Internship to assist in content management for the UNCCD Scientific Knowledge Brokering Platform

Type of position
: Internship

Number of positions offered
: 1

Duty station
: UNCCD offices in Bonn, Germany

Languages:
English required. Other UN languages are an asset.

Duration: 4 months

Starting date:
June 1st 2015

Application deadline:
May 20th 2015

TERMS OR REFERENCE

1. Background and justification:

 
The UNCCD Scientific Knowledge Brokering Portal (SKBP) has been developed as a pilot in 2014 to act as a "bridge to bridges". It is designed to improve access to scientific and technical information on desertification/land degradation and drought (DLDD). The SKBP will address many knowledge gaps on global sustainable land management practices, by providing awareness, guidance and access to relevant knowledge sources. The SKBP pilot consists of two modules: An interactive map of knowledgebases, and a search portal for content offered by partner organizations.

Development of the SKBP is led by the secretariat�s Knowledge Management, Science and Technology unit (KMST), in cooperation with partner institutions. The KMST unit offers an internship within the team responsible for content management and development of the SKBP.


2. Description of duties for the Intern:

 
The intern will perform the following tasks under the direct supervision of the Programme Officer:

? Assist in the collecting, structuring and uploading of information to the SKBP portal;

? Assist in developing, maintaining and applying taxonomies and classification systems to existing knowledge bases;

? Perform desk research and online research;

? Any other duties as decided by the supervising officer that relate to the internship.


3. Internship Objective and Learning Elements:

 
Internship objective and teaching/learning elements include inter alia:



Experience and knowledge of the work of the United Nations Convention to Combat Desertification;

? Enriching experience in working on knowledge management and knowledge sharing platforms;

? Understanding the importance of information technology and architecture to determine the structure, design and flows of information.

4. Expected Qualifications/Skills


Must be in pursuit of a Master�s degree in either archival, information systems, information management or related fields;

? Basic knowledge and understanding of sustainable land management practices, and issues relating to desertification, land degradation and drought;

? Basic knowledge of information management and record keeping, including the use of taxonomies and classification systems;

? Understanding of modern library and knowledge management practices;

? Ability to work collaboratively with knowledge providers and with service providers in information technology;

? Ability to work in an organized and structured way;

? Fluency in written and spoken English.

5. Submission of applications


Internship application forms can be found at:

http://www.unccd.int/en/about-the-convention/The-Secretariat/Internships-and-fellowships

Your completed application form and Curriculum Vitae should be submitted by e-mail to staffing@unccd.int, specifying in the subject line: Internship SKBP.

The deadline for applications is 20 May 2015. Only applications submitted by the deadline and meeting the requirements will be considered. No telephone calls will be returned. Please address your application as indicated above and please do not address or copy your application to an individual at the Secretariat.

Interns are not financially remunerated by the UNCCD. Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of the intern or his/her sponsoring institution.