Archives Officer (2 Positions) - Enterprise Content Management Project, TA, P2, New York
Job Number: 499225 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Temporary Appointment
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does � in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life � in its social, political, economic, civic and cultural dimensions � her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens � addressing inequity � not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
Job organizational context
The Archives Officer directly reports to the Senior Project Manager, ECM.
Purpose for the job
Under the direction of the Senior Project Manager, the Archives Officer will:
- Appraise records to evaluate whether they meet the criteria for inclusion in the
- Archives;
- Arrange and describe archival records accordingly to ISAD(G)
- Contribute to the development of archival policies, .e. access, accessioning, appraisal
- Create finding aids
- Participate in the development of a Trusted Digital Repository
- Support Senior Project Manager in implementation of the ECM project.
- Performs other duties as required.
Key functions, accountabilities and related duties/tasks
Operational functions:
* Operationalizes and implements archival guidelines, as defined by the ECM project that support teams regarding the identification, appraisal, arrangement and description, and preservation and conservation of archival records.
* Responds to research requests in accordance with internally defined guidelines.
Efficiency management and reporting
* Using a data driven focus develops a process improvement process that leads to a positive and measurable impact on space management where there are housing costs, including electronic storage.
Communication:
* Communicates regularly with Senior Project Manager - ECM to ascertain the status of activities to ensure information is managed accurately and appropriately.
* Provides necessary support and insights on archival management and processing.
Partnership, coordination and collaboration
* As required, under direction of the Senior Project Manager - ECM, collaborates with other agencies, local authorities and implementing partners on archives related matters including information exchange and harmonization.
Impact of Results
1. Governance: upholds and maintains UNICEF's archival records principle. Allows employees and other important stakeholders to perform their duties as effectively as possible. Safekeeping of UNICEF's digital and physical archival records.
2. Analysis: appraises records to determine archival value. Focuses on digitization to reduce storage costs.
3. Efficiencies: Enable users to seamlessly access UNICEF"s archival records by ensuring confidential materials are identified and protected, and making available information accessible to all staff.
4. Compliance: Ensuring that UNICEF's archival records procedures and guidelines are followed.
5. Knowledge management: The most relevant and latest industry expertise is maintained, expanded, and disseminated throughout the department as well as Organization, and shared with the regional/national institutions/partners.
6. Staff capacity is enhanced through active staff learning/development programmes in the area of archives.
Functional Competencies:
- Strong communication skills to deal with senior colleagues;
- Negotiation skills to persuade senior colleagues to follow agreed archives guidelines;
- An awareness of archival management principles and familiarity with information systems and archives in a digital and paper context;
- Highly organized and process oriented;
- Acute awareness & ability to meet project deadlines;
- Highly proficient with desktop applications such as Adobe Acrobat Professional, MS Office (Word, Excel, PowerPoint), and an ability to learn new IT systems.
Recruitment Qualifications
- Master's degree in Archival Studies or related field
- Demonstrated knowledge of international archival standards � ISAD(G).
- A minimum of two (2) years of relevant experience in archival arrangement and description.
- Experience with large scale digitization projects will is a strong asset.
- Understanding of international development issues and previous experience with a multilateral or UN organization is a strong asset.
Opening Date 20 Sep 2016 Eastern Standard Time
Closing Date 5 Oct 2016 Eastern Standard Time
Records Management Specialist, P-3, #99343, ITSS - New York HQ
Job Number: 498748 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Fixed Term Staff
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Purpose of the Position
Under the direction of the Senior Project Manager, the incumbent of this post will:
- Implement and lead the development and rollout of the Enterprise Content Management (ECM).
- Lead the implementation of the records management stream of the project in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
- Develop, implement, and maintain organization wide classification scheme, controlled vocabulary and retention schedules
- Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes
- Provide any training to staff in accessing and managing records of any form or media.
- Support Senior Project Manager in implementation of the ECM project.
- Perform other duties as required.
1. Operational functions
- Operationalizes and implements organizational guidelines, as defined by the ECM project that support teams regarding the identification, preservation, collection, processing, and review of information. Ongoing program-related activities would include the design, delivery, and provision of advisory and operational support of ECM program services.
- Manages records intake, release, destruction, and access procedures for the NYHQ departments and field offices; ensures compliance with policies, and ensures completion of the process. Responds to questions, and provides instruction and training as needed.
- Manages classification of large information collections in the data centers, case rooms, file cabinets, offsite storage facilities, or wherever recorded information may be found.
2. Efficiency management and reporting
- Using a data driven focus develops a process improvement process that leads to a positive and measurable impact on space management where there are housing costs, including electronic storage.
- Identifies a continuous performance and quality improvement effort and monitoring and reporting system. Regularly reports the status of performance and quality improvement efforts and impacts.
3. Communication
- Communicates regularly with Senior Project Manager - ECM to ascertain the status of activities to ensure information is managed accurately and appropriately.
- Provides direction and support for all staff regarding various information governance questions along with liaising with other internal / external users.
- Develops and provides trainings for personnel on a variety of information governance topics.
- Ensures the quality, consistency and appropriateness of communication materials that are developed, produced, and disseminated to staff members.
- Provides necessary support and insights on developing records and information management social medial and supplier communication strategy.
4. Partnership, coordination and collaboration
- As required, under direction of the Senior Project Manager - ECM, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization.
- An advanced university degree (Master's) in Archival Studies, Information Sciences, or a directly related field(s) is required.
- A minimum of five (5) years of relevant experience at the national or international levels in information management, records management, and project management or other relevant areas is required.
- Prior experience with large scale digitalization projects is considered is desired.
- Prior experience in understanding of international development issues is an asset.
- Prior experience working with a multilateral or UN organization is highly desirable.
- Fluency in English (written & verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, Russian and Spanish) is considered an asset.
Competencies of Successful Candidate
- Communicates effectively to varied audiences, including during formal public speaking.
- Consistently achieves high-level results, managing and delivering projects on-time and on-budget.
- Able to work effectively in a multi-cultural environment.
- Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.
- Demonstrates, applies and shares expert technical knowledge across the organization.
- Ensures that team or department follows relevant company policies and procedures.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.
Opening Date 25 Aug 2016 Eastern Standard Time
Closing Date 13 Sep 2016 Eastern Standard Time
Digital Assets Management (DAM) Expert, Consultancy, New York
Job Number: 498899 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Consultancy
Job organizational context
The Digital Strategy Section (DSS) within the Division of Communication (DOC) comprises Web, Social Media and Multimedia teams working together to create compelling public-facing content and to provide digital services within the organization. Through multiple platforms and in multiple languages, DSS draws attention to the many facets of UNICEF's work, encouraging public support, participation and action, as well as ensuring greater transparency and accountability. Web stories, blog posts, photo essays, Facebook posts, Twitter campaigns, and videos for distribution via UNICEF.org, UNICEF Connect, YouTube, news media and other outlets and platforms are all a part of our digital storytelling. By measuring and testing our efforts, we also use data to inform content and engagement choices.
The ECM Project led by ITSS seeks to create a digital workplace whereby internal content is accessed, created, and shared in a federated system that provides for easy searching across departments and programmes.
Purpose for the job
DOC/DSS and ITSS/ECM seek to hire a highly Digital Asset Management expert to develop a recommended course of action to support a shared DAM platform that can meet internal and external user requirements.Under the general guidance of the Senior Project Manager �the Business Analyst will work with key stakeholders to understand their needs and assist them in aligning their business processes as the ECM is implemented.
Primary Responsibilities:
- Take existing documentation (Intranet user Needs Assessment and Recommendations, Digital multimedia archiving needs documentation, etc.) and merge it into a technical assessment.
- Interact with global communications and national committee staff to develop and document a deeper understanding of DAM needs and usage to supplement the technical assessment.
- Review current and proposed technology platforms to ensure recommendation is technically feasible.
- Provide recommendations.
- Masters' Degree in Library Science, Information Management, Digital Media, or a directly related field.
- At least 5 years of progressively responsible professional work experience in digital media and/or digital communication.
- Experience transforming business requirements to identify how different components will fit together and identifying market trends that regard supporting software.
- Experience in platform interoperability and API feeds.
- Understands the requirements for user-centred design.
- Experience working in the UN or other international development organizations.
- Experience in project management.
Evaluation of Proposals:
The consultant proposal will be assessed by a committee composed of UNICEF staff and will be based on the followings:
- Technical expertise and experience (70%);
- Financial offer (30%).
Opening Date 1 Sep 2016 Eastern Standard Time
Closing Date 16 Sep 2016 Eastern Standard Time
Electronic Records Systems International Consultant - New York - SSA
Job Number: 498773 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Consultancy
Background
For 60 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments
Enterprise Content Management (ECM) is a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content.
Job Duties:
� Support development of SharePoint online custom solutions that enable SharePoint to connect to other systems and/or data including SharePoint apps and add-ons.
� Implement records and document management features
� Develop and customize workflows using SharePoint Designer, Visual Studio or other.
� Good understanding of Content Types, Taxonomy, SharePoint Search, Information Management Policies
� Work with project team to develop prototype and pilot new platform in UNICEF
Required Skills :
� Minimum 2 years of experience as a SharePoint Developer.
� Demonstrated experience with document and records management systems in SharePoint
� Experience with Gimmal Records System desirable
� Strong expertise with SharePoint Designer and InfoPath to build custom SharePoint workflows and forms.
� Strong experience with Visual Studio and Team Foundation Server.
� Experience developing workflows.
� Experience developing web applications
� Ability to design SharePoint solutions from rough process flows and requirements
� Proven development ability in Web technologies, jQuery, HTML5, XML, CSS, IIS, .net, AJAX, Web API, Infopath, Central Admin.
� Ability to work collaboratively in a diverse, team environment.
� Exceptional problem solving and multitasking skills, with a logical and pragmatic attitude
� Excellent communication and organizational
Language:
� Fluency in English is required;
� Knowledge of another UN language is an asset.
Full time position in New York Office possible relocation.
Evaluation of Proposals:
The consultant proposal will be assessed by a committee composed of UNICEF staff and will be based on the followings:
- Technical expertise and experience (70%);
- Financial offer (30%).
Opening Date 30 Aug 2016 Eastern Standard Time
Closing Date 15 Sep 2016 Eastern Standard Time
Information Management Specialist - Temporary Appointment - New York - P4
Job Number: 498772 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Temporary Appointment
Background:
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does � in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life � in its social, political, economic, civic and cultural dimensions � her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens � addressing inequity � not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
Job organizational context (Please outline the type of office this position is in, in addition to its supervisor) : This post will be in ITSS � ECM section, reporting to �Senior Project Manager, ECM (with dotted line responsibility to the Chief, KMS).
The Project's goal is to take a systemic approach that introduces and institutionalizes Electronic Content Management (including systems, policies, procedures, standards, guidance, and governance), providing improved search functionality, document and records management, archives management, content management, content reuse and repurposing, and collaboration across UNICEF. As additional benefits it seeks to reduce risks, improve usability of tools, provide significant savings, enable new organizational capabilities and comply with several audit recommendations. These goals will be implemented in keeping with the organizational strategy and information management requirements of stakeholders in various business areas.
Purpose for the job
Under the general guidance of the Senior Project Manager � ECM (with a dotted line responsibility to the Chief, ITSS-KMS), the Information Management Specialist is responsible for developing and implementing information management and governance policies, metadata and classification schemas, information architecture structures (focusing especially on user experience as well as other information management requirements), and other duties including revising and implementing information management policies and procedures focused on the management of electronic documents and records. The incumbent will be primary resource to create guidance and provide expert advice on best practices, techniques and promote adoption and mainstreaming of Enterprise Records and Content Management platforms. The incumbent will be responsible for working with others on the ECM team to establish and implement technical standards for both electronic and physical records. The incumbent will also be responsible for supporting and directing the technical architecture of the centralized solutions for Enterprise Records Management solutions including physical records management with rest of UNICEF's ecosystem (ERP and non ERP transactional systems and collaborative platforms) in conjunction with the ECM team. The incumbent will also support the socialization of UNICEF's ECM systems and procedures by communicating and linking them appropriately with business objectives across the organization, and engaging in appropriate organizational dialogue in in-person and online contexts.
Key functions, accountabilities and related duties/tasks (Please outline the key accountabilities for this position and underneath each accountability, the duties that describe how they are delivered. Please limit to four to seven accountabilities)
Summary of key functions/accountabilities:
The incumbent will work closely within the ITSS Division and with Information\Knowledge Management focal points in other divisions and offices to
1. Support development of strategy, policies, procedures and guidance.
Participate in requirements gathering, planning, evaluation and development of strategies for methods to use, share, manage and preserve/dispose of electronic documents. Take into account all relevant aspects of organizational strategy, including technology strategies, programme strategies, operational strategies, relevant input from other parts of the organization concerning risk management and business continuity, etc. Draft or support drafting of policies and procedures for ECM. Author supporting guidance, communications materials and documentation. Share appropriately, and lead or participate in organizational knowledge sharing and adoption strategy to promote their adoption. Assess and implement various software and automation enhancements to improve Document Management and Records Management within the organization's ECM systems. Support the development of Document and Records Management good practices based on lessons learned, in alignment with organizational strategies.
2. Develop, manage and maintain an enterprise information architecture for supporting document and records management in an electronic environment.
Develop and iterate enterprise information architecture, ensuring correspondence with user/business requirements. Support inclusion of the information architecture in the organization's ECM systems, as appropriate, through configuration and through work with developers. Maintain and update as required. Information architecture development should take into account requirements originating in all aspects of the organization's ECM work, as organized and supported within this team.
3. Develop and support the implementation of document and records management policies, procedures and guidance for both electronic and physical records.
Identify and document existing document/records processes, and take into account identified applicable regulatory document retention requirements. Collaborate with a variety of stakeholders to document, propose and implement business process improvements. Understand and take account of business-focused needs for content discovery, to support key organizational business processes. Set up, configure and implement hierarchical storage management within the organization's ECM systems, including both independently and by a developers. Propose required migration/ disposal strategies for any repositories/archives to be brought into this system. Support operationalization of electronic and physical record filing and disposition. Where required, coordinate and automate bulk scanning and capture to turn hard copy documents and physical records into properly stored electronic copies. Develop approaches to facilitate conversion of paper records to electronic records. Participate in the migration of any legacy records management applications to current UNICEF ECM systems. This work will require frequent management of software/system developers and technical experts.
4. Implement enterprise metadata and taxonomy standards for internal users.
Support the implementation of metadata and taxonomy standards, based on industry good practices, usability requirements, and any relevant work done previously/elsewhere within the organization. Take care to ensure correspondence between standards and user/business requirements. Apply these standards appropriately through ECM and related systems, through configuration, inclusion in standard templates, default application or auto-classification as feasible and appropriate. Maintain and update standards as required to accommodate emerging trends and changes in the organization's technology and business landscape.
Impact of Results (Please briefly outline how the efficiency and efficacy of the incumbent impacts its office/division and how this in turn improves UNICEF's capacity in achieving its goals)
The incumbent's efficiency and efficacy is an essential enabler for the use of ECM across the whole of UNICEF. By utilizing good practices, applying technical expertise, innovating and effectively promoting and guiding the update of effective information management, the incumbent's work will help the organization:
� Save costs, by avoiding duplication of content; reducing time required to generate, organize and store documents and records; and re-utilizing existing documented knowledge and enabling its transparent discovery, as appropriate, across the organization.
� Reduce risks, by helping ensure that essential documents and records are available to the organization, are not lost, are retained for the proper period and are then appropriately archived or disposed.
� Strengthen impact, by making it possible for staff to act on the basis of the 'single version of the truth', i.e. up-to-date policies and procedures, and the most recent documented research and knowledge shared internally.
� Provide the indispensable foundation for efforts at wider exchange of tacit knowledge (staff experience); without a strong basis of managed documentation, knowledge exchange efforts cannot succeed.
Competencies and level of proficiency required (please base on UNICEF Competency Profiles)
Core Values
? Commitment
? Diversity and inclusion
? Integrity
Core competencies
? Communication (III)
? Drive For Results (III)
? Working with people (III)
Functional Competencies:
? Applying Technical Expertise (III)
? Leading And Supervising (III)
? Planning And Organizing (III)
VI. Recruitment Qualifications
Education:
� An advanced university degree (Master's) in Archival Studies, Records and Information Management, Library Sciences, or related field(s) is required.
Experience:
� A minimum of eight (8) years of relevant experience in implementing Enterprise Content Management (including EDRM, web/intranet content management, KM and/or DAM) or related systems is required
� Strong experience developing and implementing policies, procedures, documentation and communication materials are required.
� Prior work experience in design, setup, and implementation of knowledge/information management systems is required.
� Prior work experience with taxonomy creation, management and application to information management systems is required.
� Previous hands on experience in electronic and physical records management along with usability/user-centered design is highly desirable.
� Working knowledge of windows OS, IIS web server, SharePoint is desirable.
� Good understanding of MS framework and tools is desirable.
Language Requirements:
Fluency in English (written and verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
Opening Date 29 Aug 2016 Eastern Standard Time
Closing Date 13 Sep 2016 Eastern Standard Time
Information Management Officer (P-3)
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Vacancy code VA/2016/B5004/9542
UNOPS supports the successful implementation of its partners� peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world�s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners� expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Background and Mandate - OICT
The Office of Information and Communications Technology (OICT) of the Department of Management (DM) provides enterprise-wide oversight of ICT programmes, budgets and decision-making to ensure alignment with the Secretariat�s overall ICT strategy, in support of the Organization�s mission. Services required for this agreement revolve around the activities concerning OICT�s responsibility for the management of the global ICT environment which includes the development of Secretariat-wide infrastructure architecture and overseeing the central data centres that house enterprise systems and safeguard all Secretariat-wide data.
Organizational Setting and Reporting Lines
This position is located in the Enterprise Applications Centre in the New York Office of Information and Communications Technology (OICT) in the Department of Management (DM). Under the overall supervision of UNOPS Senior Programme Manager, the incumbent will report to the ECM Project Manager.
Within delegated authority, the incumbent will be responsible for the following duties:
Works with a minimal amount of supervision; works collaboratively with the ECM team and provides excellent service to our clients. Formulates and delivers business requirements documents, conduct trainings, creates training materials and change management documentation (if needed).
Perform other related duties as required.
Professionalism: 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; High degree of flexibility and adaptability required to multitask among a variety of projects simultaneously.
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.
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.
Technological Awareness: Keeps abreast of available technology. Understands applicability and limitations of technology. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
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.
Education:
Fluency in written and spoken English is required. Fluency in one or more official UN languages is desirable.
Contract type: International ICA
Contract level: IICA-2
Contract duration: One Year
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Recruitment/internship in UNOPS is contingent on the results of such checks.
Position title Information Architect/Business Specialist
Level ICS-10
Department/office ECR, Development Group Cluster
Duty station New York, United States of America
Contract type International ICA
Contract level IICA-2
Duration One Year
Application period 12-Feb-2016 to 19-Feb-2016
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Background Information - UNOPS
UNOPS supports the successful implementation of its partners� peacebuilding, humanitarian and development projects around the world. Our mission is to serve people in need by expanding the ability of the United Nations, governments and other partners to manage projects, infrastructure and procurement in a sustainable and efficient manner.
Working in some of the world�s most challenging environments, our vision is to advance sustainable implementation practices, always satisfying or surpassing our partners� expectations.
With over 7,000 personnel spread across 80 countries, UNOPS offers its partners the logistical, technical and management knowledge they need, wherever they need it.
A flexible structure and global reach means that we can quickly respond to our partners' needs, while offering the benefits of economies of scale.
Background Information - Job-specific
Background and Mandate - OICT
The Office of Information and Communications Technology (OICT) of the Department of Management (DM) provides enterprise-wide oversight of ICT programmes, budgets and decision-making to ensure alignment with the Secretariat�s overall ICT strategy, in support of the Organization�s mission. Services required for this agreement revolve around the activities concerning OICT�s responsibility for the management of the global ICT environment which includes the development of Secretariat-wide infrastructure architecture and overseeing the central data centres that house enterprise systems and safeguard all Secretariat-wide data.
Organizational Setting and Reporting Lines
This position is located in the Enterprise Applications Centre in the New York Office of Information and Communications Technology (OICT) in the Department of Management (DM). Under the overall supervision of UNOPS Senior Programme Manager, the incumbent will report to the ECM Project Manager.
Functional Responsibilities
Within delegated authority, the incumbent will be responsible for the following duties:
- Works collaboratively with project teams as the taxonomy and information architecture expert to provide guidance and direction to business analysts and development teams in the execution of all information management deliverables.
- Performs other duties related to information architecture, information management, training, writing documentation, and the facilitation of workshops.
- Facilitates change management procedures and training.
- Provides expertise related to information and communications technology projects in the area of knowledge management.
Works with a minimal amount of supervision; works collaboratively with the ECM team and provides excellent service to our clients. Formulates and delivers business requirements documents, conduct trainings, creates training materials and change management documentation (if needed).
Perform other related duties as required.
Competencies
Professionalism: 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; High degree of flexibility and adaptability required to multitask among a variety of projects simultaneously.
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.
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.
Technological Awareness: Keeps abreast of available technology. Understands applicability and limitations of technology. Actively seeks to apply technology to appropriate tasks. Shows willingness to learn new technology.
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.
Education/Experience/Language requirements
Education:
- Master's degree or equivalent in Management of Information Systems, Computer Science, Library Science, Education or related field; a Bachelor�s degree or equivalent in combination with two additional years of qualifying experience may be accepted in lieu of a Master�s degree or equivalent.
- A minimum of 5 years of experience working with enterprise document management systems is required.
- At least 3 years of experience developing information management and file classification schemes is required.
- At least 2 years of experience developing training materials and conducting training is required.
- Experience in records management is desired.
- Experience and knowledge of change management principles and methodologies is highly desirable.
- Experience and ability to perform troubleshooting and problem resolution by interacting with technical staff, users, and vendors.
- High quality and demonstrable communication skills (listening, speaking, and writing) are required.
- Experience with information architecture is highly desirable.
- Experience conducting business analysis, and with business process reengineering is highly desirable
Fluency in written and spoken English is required. Fluency in one or more official UN languages is desirable.
Contract type, level and duration
Contract type: International ICA
Contract level: IICA-2
Contract duration: One Year
For more details about the ICA contractual modality, please follow this link:
https://www.unops.org/english/Opportunities/job-opportunities/what-we-offer/Pages/Individual-Contractor-Agreements.aspx
Additional Considerations
- Please note that the closing date is midnight Copenhagen time (CET)
- Applications received after the closing date will not be considered.
- Only those candidates that are short-listed for interviews will be notified.
- Qualified female candidates are strongly encouraged to apply.
- For staff positions only, UNOPS reserves the right to appoint a candidate at a lower level than the advertised level of the post
- The incumbent is responsible to abide by security policies, administrative instructions, plans and procedures of the UN Security Management System and that of UNOPS.
Recruitment/internship in UNOPS is contingent on the results of such checks.
Information Management Specialist (Records Management)
Reference: 2015-278-EXT
Closing Date for Applications: Thu, 17 Dec 2015
Functional area: Secretariat
Function:The Information Management Services Division (IMS) of the European Central Bank�s Directorate General Secretariat is seeking an Information Management Specialist (Records Management) for its Information Management Policy & Records Management Team (IMP). In particular, the IMS Division is responsible for:
The Information Management Specialist (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB�s information management policies and guidance as well as the relevant international standards (including the International Standard for Records Management (ISO 15489)).
The successful applicant will be entrusted with the following main tasks:
- developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection;
- managing the ECB�s physical and electronic archives and ensuring the disclosure of archived information when required, as well as the disposal of information, in accordance with the ECB�s information retention policy;
- managing the ECB library and providing staff with print and electronic publications and information services;
- supporting the further development of enterprise content management and coordinating the selection of systems and tools for archives and library and for collaboration, document and records management;
- providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board and the Single Supervisory Mechanism.
The Information Management Specialist (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB�s information management policies and guidance as well as the relevant international standards (including the International Standard for Records Management (ISO 15489)).
The successful applicant will be entrusted with the following main tasks:
- providing advice, guidance and support on all matters relating to the management of documents and records by actively liaising with staff and management in assigned business areas;
- drafting and disseminating written guidance on document and records management topics;
- implementing the ECB�s filing and retention plan, including the mapping of folders to the ECB�s filing plan;
- reviewing, advising on and updating folder structures, metadata configurations and business area document and records management procedures;
- conducting monitoring activities, as well as reporting on compliance with the ECB�s information management policies, procedures and guidance;
- identifying information series in the business areas for which they are responsible and providing advice and guidance on their effective management;
- facilitating the controlled move of physical records to the custody of the ECB�s Archives;
- contributing to information management projects and initiatives;
- acting as Data Protection Coordinator and keeping abreast of data protection developments;
- sharing best practices and helping to achieve consistency across the IMP team.
Qualifications and experience:Applicants must have the following knowledge and competencies:
- a bachelor�s degree or equivalent, or higher, university qualification in records, archives or library management (or a very closely related discipline), or at least six years of relevant professional experience combined with professional training in records, archives or library management;
- at least three years recent full-time equivalent professional experience, in the field of archives, records or library management;
- knowledge of records management principles and practices;
- knowledge and experience of electronic document management system(s), ideally Open Text �Content Server�;
- awareness of and interest in the role and functioning of the ECB would be an asset.
- an advanced command of English;
- a good knowledge of at least one other official language of the EU;
- a working knowledge of MS Office, in particular Word, Excel and PowerPoint.
Competencies:The successful candidate will have the following behavioural competencies:
- analytical skills � an ability to analyse the information aspects within business processes;
- communication skills (oral and written) � communicating effectively to people with a variety of backgrounds and at different professional levels thereby ensuring clear and common understanding;
- customer handling skills� providing timely and high quality services to (predominantly internal) customers in order to help promote good information management at the ECB;
- team-working skills �Working co-operatively with others in the Division and the Team to achieve common goals by adopting an open attitude and sharing ideas in order to facilitate good information management at the ECB;
- adaptability - ability to adapt to different situations and responsibilities, new concepts, teams and working methods and ability to modify own patterns of behaviour;
- seeks opportunities for improvement, taking action where appropriate and initiating new and better ways of doing things;
- achieves objectives in line with agreed standards and deadlines, tracks progress and manages workload independently, whilst keeping the line manager fully informed and involving others by raising, or escalating, issues when appropriate;
- handles sensitive information in a discreet manner, thereby respecting confidentiality rules.
Further Information:Fixed-term contract of 12 months, which may be extended subject to organisational needs and individual performance.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.
The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.
How to apply:Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.
The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.
Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.
Applications are accepted from nationals of Member States of the European Union.
The requirements laid down in the vacancy notice must be met by the closing date for applications.
This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.
The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.
Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.
Applications are accepted from nationals of Member States of the European Union.
The requirements laid down in the vacancy notice must be met by the closing date for applications.
This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.
This position has been allocated to salary band: E/F
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 60 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.
Vacancy No: E-VN-2015-002164 Duty Station: New York Country: United States of America Region: NY HQ | Job Level: P-5 Position#: 00094614 Application Close: 07-Sep-15 Contract Type: Long-term Staff (FT) |
Purpose of the Position
Under the guidance of the Comptroller, the incumbent of this post will develop and implement an Enterprise Content Management (ECM) system for UNICEF. To achieve this, the incumbent will work through an inter-office ECM Project Board with members from various HQ divisions (DRP, ITSS, DOC, DFAM. PD, PFP, DHR, OIAI, EMOPS, Ethics Office) and regional offices. The project will build on existing UNICEF software investments in SharePoint and related technologies.
Key Expected Results
1. Determine detailed business requirements for all major components of the ECM projects: document management, record and archive management, intranet content management, search functionality, and others that may be determined to be necessary. Manage, monitor and report on the project plan to all concerned stakeholders. Maintain linkages with other closely related activities, such as Knowledge Exchange, HR Records Management etc.
2. Create and/or oversee creation of all necessary policies, taxonomies and governance mechanisms in relation to ECM and in coordination and consultation with the UNICEF regulatory framework Coordinator.
3. Oversee implementation of ECM software platforms and business process changes.
4. Develop and oversee change management, training and communication activities related to new ECM business processes and work cultures.
5. Develop plan for maintenance and updating of ECM instruments, software platforms, business processes and support.
2. Create and/or oversee creation of all necessary policies, taxonomies and governance mechanisms in relation to ECM and in coordination and consultation with the UNICEF regulatory framework Coordinator.
3. Oversee implementation of ECM software platforms and business process changes.
4. Develop and oversee change management, training and communication activities related to new ECM business processes and work cultures.
5. Develop plan for maintenance and updating of ECM instruments, software platforms, business processes and support.
Qualifications of Successful Candidate
- An advanced university degree (Master's) in Records and Information Management, Library Sciences, Business or Public Administration, or directly-related technical field(s) is required.
- A minimum of ten (10) years of relevant experience in Enterprise Content Management and related change management activities is required.
- A valid professional certification(s) in Enterprise Content Management, Electronic Records Management, Customer Relationship Management and/or Taxonomy, is considered desirable.
- Previous hand on experience in project management is required.
- A valid professional certification(s) in Project Management (i.e. PMP) is considered an asset.
- Previous hands on experience in a supervisory/managerial capacity is required.
- Prior work experience in knowledge/information management is required.
- Previous hands on experience in user-centred design is highly desirable.
- Fluency in English (written and verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
- A minimum of ten (10) years of relevant experience in Enterprise Content Management and related change management activities is required.
- A valid professional certification(s) in Enterprise Content Management, Electronic Records Management, Customer Relationship Management and/or Taxonomy, is considered desirable.
- Previous hand on experience in project management is required.
- A valid professional certification(s) in Project Management (i.e. PMP) is considered an asset.
- Previous hands on experience in a supervisory/managerial capacity is required.
- Prior work experience in knowledge/information management is required.
- Previous hands on experience in user-centred design is highly desirable.
- Fluency in English (written and verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
Competencies of Successful Candidate
- Has highest-level communication skills, including engaging and informative formal public speaking.
- Consistently achieves high-level results, managing and delivering projects on-time and on-budget.
- Creates and encourages a climate of team-working and collaboration in a multi-cultural environment.
- Sets, develops and revises organizational strategy and develops clear visions of the organization's future potential.
- Contributes innovative approaches, insights and ways of designing projects; drives effective change initiatives.
- Quickly builds rapport with individuals and groups. Actively nurtures good relationships with people across all organizational levels and boundaries, and with government leaders and stakeholders.
- Sets clearly defined objectives and plans activities for self, own team or department.
- Consistently achieves high-level results, managing and delivering projects on-time and on-budget.
- Creates and encourages a climate of team-working and collaboration in a multi-cultural environment.
- Sets, develops and revises organizational strategy and develops clear visions of the organization's future potential.
- Contributes innovative approaches, insights and ways of designing projects; drives effective change initiatives.
- Quickly builds rapport with individuals and groups. Actively nurtures good relationships with people across all organizational levels and boundaries, and with government leaders and stakeholders.
- Sets clearly defined objectives and plans activities for self, own team or department.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.
| Post Level : | P-3 | Closing Date : 20 September 2015 | |||||||||||||||||
| Vacancy Ref : | E-VER/DEB/IMO/F0196/P-3/45/07-15 | ||||||||||||||||||
| Branch : | Declarations Branch | ||||||||||||||||||
| Division : | Verification Division | ||||||||||||||||||
| Date : | 7 August 2015 | ||||||||||||||||||
| This fixed-term appointment is for a duration of three years with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules, as applicable. The OPCW is a non-career organisation with limited staff tenure. The total length of service for Professional staff shall not exceed 7 years. The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled. | |||||||||||||||||||
| Principal Functions | Requirements | ||||||||||||||||||
| Under the general supervision of the Head, Documents Registration and Archiving, and in accordance with the OPCW Core Values of Integrity, Professionalism and Respect for Diversity/Gender Equality, the incumbent performs the following responsibilities: 1. Control registration and processing of all classified declarations and verification-related documents and their availability either within electronic systems or in hard-copy. � Control the quality of the information service, and of the information (including metadata) held in the information management systems, using available tools and procedures � Analyse requirements, develop, update metadata for the online documents registration system, to improve retrieval and ensure that documents registration meets established standards � Responsible for management of documentation arising from the information service, including requests, notifications and other correspondence, and for reporting on results � Ensure maintenance of confidentiality when making classified information available 2. Contribute to the design, implementation and support of Electronic Content Management System (ECM) solutions for the management electronic records. � Research and evaluate enterprise content management systems on the market and advise on systems with information and records management functionalities � Map the user requirements to the implementation of content management solutions to align with organisational information architecture, records management policies and the OPCW Confidentiality regime � Provide end user training to support electronic records management throughout the Verification and Inspectorate Divisions � Develop migration strategies to ensure integrity of records and related metadata over the required lifetime of the records as information systems are upgraded or replaced 3. Manage and maintain good records and archives management practice � Design and carry out professional activities required to improve information management practice, including preparation for move to new, electronic environments or applications. � Design, implement, manage a function-based classification scheme and file plan for records (paper, electronic, audio-visual) in order to ensure physical access to and intellectual control over records � Manage and secure records disposition by applying approved retention schedules to information assets whether digital-born, digitized or in hard-copy. � Maintain and update records retention schedules and other documentation required for management of information. � Research and propose best practice standards for the management of digital records and digital preservation strategies 4. Contributes to the development of quality assurance controls for classified information provided to States Parties � Reviews the declarations, amendments and other incoming correspondence from States Parties and determines which documents have to be provided to other States Parties, in accordance with the provisions of the Convention. � Develops the annual redacted declaration data report and reviews the information to be distributed to State Parties � Briefs new delegates of Member States on the procedure for transferring confidential information between the Secretariat and the Member State. 5. Strategic Planning: � Assist the Head of DRA in developing strategic plans for the section: annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels. � Assist the Head of DRA where required in any corporate-wide initiative related to the management of information, records and archives. � Propose, manage and monitor projects and assist with training and guiding staff in a range of records and information functions. � Stay current in new records management and archival developments. 6. Act as Head of DRA Section whenever required. 7. Performs other duties as required. | Knowledge and Skills | ||||||||||||||||||
| Education (Qualifications): Essential: Advanced University degree in archives, records management or information management or a related field, with preferably a postgraduate specialisation. A relevant first-level university degree preferably in combination with training, and qualifying experience (minimum seven years) may be accepted in lieu of the advance university degree. An equivalent or specialist training together with at least eleven years of relevant professional experience may be taken into consideration in lieu of a university degree. Desirable: Familiarity with Enterprise Content Management solutions used in the management of information, archives and records. Skills and Abilities (key competencies): � Core professional skills related to information and records management; � Strong analytical skills, particularly in the area of business process analysis; � Ability to organise, plan and implement work assignments, as well as manage competing demands; � Problem solving skills, including ability to identify and participate in the resolution of issues/problems; � Appreciation of the need to observe confidentiality in a highly sensitive work area; � Knowledge of statistical methods and tools; � Knowledge of implementing workflow processes and records and document control practices in an enterprise content management (ECM) environment; � Flexibility, Tact, discretion and the ability to work harmoniously in a multi-cultural environment; � Proven communication (verbal and written) skills, including ability to prepare reports; � Advanced computer skills, dealing with both structured and unstructured records; � Commitment to continuous learning. | |||||||||||||||||||
Experience | |||||||||||||||||||
| Essential: At least five years of experience in the field of archives, records and information management preferably in an international or public organisation. Experience in the use of enterprise content management systems for managing records. Desirable: Experience of managing digital records and archives, including implementation and use of Enterprise Content Management systems is desirable. Experience of working in highly confidential environments is desirable. Experience with international or national organisations is desirable. Experience in project management is an asset. | |||||||||||||||||||
Languages | |||||||||||||||||||
| Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable. | |||||||||||||||||||
| Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions) in US$ and a post adjustment. The post adjustment (cost of living allowance) is variable and subject to change without notice in accordance with the rates as set within the UN Common System for salaries and allowances. The figure quoted on the right, is based on the August 2015 rate of 32.3%. |
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| CANDIDATES ARE STRONGLY ADVISED TO USE ONLY THE ONLINE APPLICATION SYSTEM. Interested applicants who are unable to submit an application online at www.opcw.org Only applications received before the closing date will be considered. Only applicants under serious consideration for a post will be contacted. Applications from qualified female candidates are strongly encouraged. | |||||||||||||||||||
