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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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.

               

This position is located in the Peacekeeping Records Centre in the Office of the Chief of Staff, Department of peacekeeping operations (DPKO) and Department of field support (DFS). The incumbent reports to the Chief, Peacekeeping Records Centre.

               

Archives and Records Management:

�Performs detailed cataloguing of DPKO and DFS core business records in the Peacekeeping Records Centre�s electronic recordkeeping system.
�Maintains the Peacekeeping Records Centre�s paper-based and electronic central file system by creating new folders, registering the metadata of records, distributing record links, and applying disposition.
�Participates in records management projects in DPKO and DFS offices, 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 the Peacekeeping Records Centre�s records-related projects.
�Supports disposition operations by liaising with DPKO and DFS records-originating offices on transfer procedures and documentation; in consultation with the Information Management Officer, analyzes retention schedules in support of disposition decisions.
�Conducts end-user training in the Peacekeeping Records Centre�s electronic systems.
�Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Peacekeeping Records Centre�s databases.
�Analyzes retention schedules and precedents in support of disposition decisions.
�Performs internal records retrieval, loan, and reproduction operations.
�Provides standard and Archives and Records Management Section (ARMS)-specific applications support and applications/LAN troubleshooting for DPKO/Office of the Under Secretary General and DFS/office of the Under Secretary General staff.
�Conducts end-user training in paper and electronic recordkeeping systems in DPKO and DFS, in support of programmes initiated by the Information Management Officer.

Documents:

�Provides document delivery services as required.

General:

�Conducts research as requested by DPKO/OUSG and DFS/OUSG officers.
�Undertakes basic administration duties.
�Satisfies requirements for the procurement, payment and inspection of goods and services using the relevant applications.

               

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.

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.

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; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

               

                

A minimum of five years of experience in archives, electronic record management or related area is required. Experience in applying filing methods is required. Experience in using electronic document management system and/or records management systems is required. Experience in applying metadata standards and information security principles is desirable. Experience in library, archives and records management at the UN or in similar international organizations is desirable.

               

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

               

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

               

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.

               

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.

This position is located in the United Nations Mission in the Southern Sudan (UNMISS), Juba. The incumbent will report to the Chief General Services

Within delegated authority, the Information Management Officer will be responsible for the following duties: (These duties are generic and may not be performed by all Information Management Officers.)

GENERAL
� Provides advisory services on recordkeeping practices include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications. 
� Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
� Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
� Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems.
� Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned.
� Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal.
� Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section�s storage facilities meet environmental standards.
� Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
� Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff.
� Evaluates adequacy of existing records management and reference tools.  Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
� Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
� Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
� Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc. 
� Performs other related duties, as required.

                

Professionalism:
Knowledge of information management, recordkeeping, and archives management principles and standards.Knowledge of electronic records management, including description, sentencing, appraisal and migration management. Ability to assess and define business needs for the development of technology systems and tools to support business processes and to act as an interface between the substantive and technology components of the process. Excellent problem solving skills. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas 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 the audience. Demonstrates openness in sharing information and keeping people informed

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.

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.

               

Advanced university degree (Master�s degree or equivalent) in information science, archival science, library science, or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.

               

A minimum of five years of progressively responsible experience in modern recordkeeping, archives management, library science, information management or related field. Experience implementing electronic document and/or records management systems required. Experience with the processing of sensitive and confidential information. Experience in developing and implementing filing schemes and records retention policy. A minimum of one year supervisory experience in the UN system. At least three years of experience in document management is required.

               

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in oral and written English is required.

               

Kindly note that you may, as part of the evaluation of your application for this position, be requested to undergo written knowledge-based assessment exercises, which may be followed by a competency-based interview depending on the result of the test.

               

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, 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 and/or violations of international human rights law and international humanitarian law.

The United Nations shall place 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. (Charter of the United Nations - Chapter 3, article 8). 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 inspira account-holder homepage.

Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. 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.

               

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.