| POSITION INFORMATION Post Title: | Human Resources Assistant (Registry & Records) | Vacancy Notice: | 2015/38/G 105593 |
| Level: | G-4 | Posting Period: | 28 August � 11 September 2015 |
| Duty Station: | Montr�al | Date for entry on duty: | After 11 September 2015 |
THE ORGANIZATIONAL SETTING
The Staff Employment and Administration Section (SEA) is one of three Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA is dedicated to operational aspects of HR management and service, such as contract management, benefits and entitlement administration, separation handling and servicing retirees, administration of social security and pension benefits, staff accreditation matters and oversight of the medical clinic.
The incumbent reports directly to the Chief, SEA who provides general guidance and with whom s/he consults on complex technical issues.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Ensures maintenance of registry system,
achieving results such as:
� Set up and maintenance of the HR registry system in accordance with ICAO rules and procedures.
� Open of new subject files as required and disposal of old files in accordance with the established retention schedule.
� Maintain the archives, making sure files are properly stored and accessible; safe keeping of documents.
� Provide photocopies of material from the confidential registry files, as requested by staff.
� Assist in the collection of reference and background material from registry files.
� Preparation of correspondence and reports related to registry activities.
� Participate in the creation and maintenance of an electronic registry system for Human Resources.
Function 2 (incl. Expected results)
Provides effective records management,
achieving results such as:
� Receive, register code documents, letters and other correspondence and store in proper files. Review, record and sort incoming and outgoing mail and maintain a register therefor.
� Establish and maintain file movements within Human Resources and to the Office of the Director, ADB using an established tracking system.
� Follow-up on actions to be taken by the relevant HR Sections.
� Verify completeness and accuracy of returned files and determine the need for the creation of new files.
� Maintain and update the list of registry files on regular basis, including the classification of files.
Function 3 (incl. Expected results)
Performs quality control functions, achieving results such as:
� Ensure that paper files are complete, and documents are in chronological order and that all paper and electronic records on file are correctly classified and identified.
� Ensure that files do not contain non-record material and that copies or cross-references by other appropriate means are made for all relevant files in the case of a multiple-subject record.
� Ensure that data entries are complete and accurate according to Records Management procedures, such as keywords, dates, type of document, etc. and that duplicate records are removed.
Function 4 (incl. Expected results)
Maintains a well-organized and user-friendly Records and Registry Room for effective access and information retrieval,
achieving results such as:
� File documents into appropriate folders and ensuring that confidential files are secured.
� Ensure that the labelling and placement of folders in order in the relevant filing rooms/cabinets and inactive files removed and sent for archiving. Review on a daily basis the SEA in-box for incoming faxes and distribute to appropriate staff for action.
� Ensure the accurate provision of files, documents or information requested by determining the subject of the inquiry and the correct file title and number through searching the records management and other databases, through the knowledge of ICAO organization and operations or through consultation with clients.
� Provide timely information to the user(s) in the case of complex inquiries, of not only the file on which the desired record has been placed but also related files which may be necessary to provide complete background to the situation or to enable the user to take the appropriate action.
� Consult or refer clients to other appropriate resources.
Function 5 (incl. Expected results)
Performs a variety of functions related to office support and statistics and surveys,
achieving results such as:
� Assist the HR Assistant (Office Support) in managing incoming/outgoing mail.
� Provide back up support in terms of processing staff accreditation and United Nations Laissez-Passer (UNLPs).
� Ensure an adequate and timely supply of stationery items are available to the Sections.
� Maintain a calendar of activities of SEA.
Function 6
Performs other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
Educational background
Successful completion of secondary education, including relevant training in office automation courses.
Professional experience and knowledge
Essential
� At least four years of experience in administrative/clerical work.
� Knowledge of office automation techniques for text processing and contemporary software including loading files on a web environment.
� Knowledge of filing and registry procedures.
Desirable
� At least two years of experience with an international organization or a government.
� The ability to use relevant software applications.
Language skills
Essential
Fluent in reading, writing and speaking abilities in English and French.
Desirable
Knowledge of any of the other languages of the Organization (Arabic, Chinese, Russian, Spanish).
Competencies
1.
Accountability: The willingness and ability to accept responsibility for oneself and one�s responsibilities; taking ownership for actions and outcomes.
2.
Creativity: The willingness and ability to develop new ideas, improve existing processes, and thinking "outside of the box".
3.
Client Orientation: The willingness and ability to see things from the clients� perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
4.
Commitment to continuous learning: The willingness and ability to engage in self-development, keep oneself up-to-date with new developments, help others to learn and learn from others.
5.
Planning and Organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
CONDITIONS OF EMPLOYMENT
It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate).
ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.
ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).
ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).
| The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration: | Level | Net Base Salary per annum | |
| G-4 | CAD 33,386 | ||
| Job Title |  | Documents and Records Management Assistant |
| Organization Name | | Office for Democratic Institutions and Human Rights (ODIHR), Common Services Department |
| Location | | Warsaw |
| Grade | | G4 |
| Closing Date of application | | 10-09-2015 |
| No. of Posts | | 1 |
| Background | | |
| This position is temporary to cover for extended maternity leave. The incumbent is expected to start as soon as possible and to stay until mid September 2016. The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. The position is located in the Documents and Records Management Unit responsible for ensuring efficient and cost-effective documents and records management, including timely and accurate distribution of incoming and outgoing correspondence. | ||
| Required competencies | | |
Core values
Core competencies
Managerial competencies (for positions with managerial responsibilities)
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| Tasks and Responsibilities | | |
| Under the direct supervision of the Associate Documents and Records Management (DRM) Officer, the incumbent acts as a focal point in the ODIHR for documents and records management. Specifically, the incumbent will perform the following duties: � Responsible for registration, distribution and dispatch of all official incoming and outgoing correspondence; � Reviews documents for content and defines their initial distribution based on the ODIHR Correspondence Policy; � Assists in identification of documents for retention and for destruction; � Assists in implementation of office-wide standards and policies for the distribution and storage of records; � Prepares and maintains inventories, lists and other documentation for ODIHR�s DRM Unit; � Participates in implementation of policies and tools developed by the Central Records and Documents Management Unit in the Secretariat, Vienna; � Provides guidance on documents/correspondence distribution to the staff; � Provides limited training to ODIHR staff on documents/correspondence distribution and usage of the Correspondence Database and DocIn; � Provides assistance / back-up with document distribution at the ODIHR conferences and their post-event processing whenever necessary. | ||
| Necessary Qualifications | | |
| � Completed secondary education; � Additional training in records or documents management, information classification and retrieval, or similar, is strongly desirable; � A certification from a recognized professional association in records and information management will be considered an advantage; � At least three years of clerical/secretarial/administrative/documents management experience; � Knowledge of modern office procedures, ability to operate modern office equipment and master office routines; � Ability to work independently and in a team; � Familiarity with a wide range of issues related to the work of international organizations and the human dimension; � Accuracy and attention to detail in keeping data bases and the filing system; � Ability to be discreet and retain confidentiality; � The incumbent must be computer literate and have the ability to operate word processing equipment, to use spreadsheet applications and to maintain simple data bases; � Excellent command of English and Polish, some knowledge of Russian is essential; knowledge of other OSCE languages desirable; � Ability to work with people of different nationalities, religions and cultural backgrounds; � Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities. | ||
| Remuneration Package | | |
| Monthly remuneration, subject to social security deductions, is approximately PLN 5,800. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees. Appointments are normally made at step 1 of the applicable OSCE salary scale. | ||
| How To Apply | | |
| If you wish to apply for this position, please use OSCE�s online application link found under http://www.osce.org/employment. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Only the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred. |
| Vacancy Notice No: HQ/15/GMG/FT145 Title: Assistant Grade: G4 Contract type: Fixed-Term Appointment Duration of contract: Two years - Renewable, subject to satisfactory performance and continuing need for the post | Date: 19 March 2015 Application Deadline: 9 April 2015 Duty Station: Geneva, Switzerland Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/OSS Operational Support and Services (HQ/OSS) HQ/RAS Records and Archives (HQ/RAS) | |||||||||||||||||||||||||
| OBJECTIVES OF THE PROGRAMME : The objective of Logistics Support Services (LSS) within the Department of Operational Support and Services (OSS) is to ensure access to timely and effective logistics support, in order to facilitate implementation of technical programs at all organizational levels The sub-units of LSS are RAS (Records and Archives), CEC (Conference and Events Coordination), SOS (Staff Orientation Services), GCT (Global Conference and Training Centre), and TRV (Travel). Incumbent is in daily contact with supervisor and others (within and without the Records and Archives unit) about folder structure, naming convention, and identification of correct donors. | ||||||||||||||||||||||||||
| Description of duties: 1. (50%) Treat Resource Mobilization records for HQ and Regional Offices: create donor structure in Livelink Records Management (LLRM) according to agreements and supporting documents sent by staff, scan, name and upload paper documents, upload electronic copies of agreements and supporting documents sent by Regional Offices, rename documents as necessary and add/adjust metadata as necessary, notify users and send links. 2. (20%) Monitor and identify inconsistencies or mistakes in Resource Mobilization folder structure, folder names, document names, and metadata entry (correct mistakes and recommend procedural changes to avoid future mistakes, take part in liaison with Regional Offices, Planning, Resource Coordination (PRP), and Finance in order to maintain coordinated approach to folder structure, naming convention, and metadata entry) 3. (10%) Add Award Numbers provided by Finance to folder titles to LLRM, with a special focus on cases where it is difficult to determine the the relationship between donor agreements and the award numbers established by Finance to which folder the Award Number relates. 4. (10%) Process donor agreement records remaining in older records management systems and enter them in the new system, liaise with Finance, Resource Mobilization and health technical units to retrieve paper originals of older documents where possible. 5. (10%) Continue electronic migration of WHO HQ Resource Mobilization records from old to new electronic records management system (transfer electronic images of documents, transfer related metadata according to modified classification scheme, including adaptations required if metadata fields in the systems do not correspond, make necessary cross-references or adjustments regarding organization of paper originals, considering differences between current and new classification schemes) | ||||||||||||||||||||||||||
| REQUIRED QUALIFICATIONS | ||||||||||||||||||||||||||
| Education: Essential: Completion of secondary education, technical school, or commercial school. Desirable: Training in computer skills, including training in electronic records management software.Training in archives or records management is a strong asset. WHO only considers higher educational qualifications obtained from an accredited institution. | ||||||||||||||||||||||||||
| Skills: An understanding of an international organisation structure similar to WHO structure, and an understanding of the various forms of donor agreements and supporting documents encountered in organizations such as WHO. Good knowledge of Records and Archives policies and procedures and of professional standards, and skills in using electronic records management skills. All of these are updated on the job, with additional formal software training provided as required. WHO competencies: Knowing and managing yourself Producing results Fostering integration and teamwork | ||||||||||||||||||||||||||
| Experience: Essential: 3 years relevant working experience, at least two of them in an archives or records management programme. Desirable: Experience in an international environment is a strong asset. | ||||||||||||||||||||||||||
| Languages: Essential: Expert knowledge of English and intermediate knowledge of French. | ||||||||||||||||||||||||||
| Additional Information: This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. This vacancy is published in English only. Please visit the following websites for detailed information on working with WHO: http://www.who.int (To learn more about WHO's operations ) http://icsc.un.org Click on: Quick Links > Salary Scales > by date | ||||||||||||||||||||||||||
| Annual salary: (Net of tax) CHF 68611 at single rate CHF 68611 with primary dependants | ||||||||||||||||||||||||||
This vacancy notice may be used to fill other similar positions at the same grade level.
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