| POSITION INFORMATION Post Title: | Records Coordinator | Vacancy Notice: | 2016/08/G 105603 |
| Level: | G-5 | Posting Period: | 2 � 15 March 2016 |
| Duty Station: | Montr�al | Date for entry on duty: | After 15 March 2016 |
THE ORGANIZATIONAL SETTING
Languages and Publications (LP) provides interpretation, translation and editorial services in the six ICAO working languages (Arabic, Chinese, English, French, and Spanish) Based on the principle of simultaneous distribution, it ensures the issuance of documentation to Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from Headquarters.
The Documentation Planning and Management Section (DPM) comprises: Documents Management and Outsourcing Unit (DMO), and the Records Management Systems Unit (RMS). RMS is responsible for the provision of electronic records management services and archives for Bureaus at Headquarters and to Regional Offices, as well as the for the distribution of State letters and electronic bulletins to States and international organizations.
The incumbent of the position reports directly to the Supervisor, Records Management Systems Unit (S/RMS), with whom s/he consults on complex cases.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Coordinates the recording of official correspondence, achieving results such as:
? Classify and file official email and e-fax correspondence according to the ICAO File Guide into the Records Management System (RMS).
? Capture official paper correspondence through scanning and optical character recognition, classify and index correspondence according to the ICAO File Guide and submit the resulting record for validation.
? Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS.
? Identify official paper correspondence as vital records, classify and submit them to Central Registry File Guide (REGIS) for Legal Affairs and External Relations Bureau (LEB) and Office of the Secretary General (OSG).
? Request and file translated versions of non-English correspondence into the RMS.
? Open new volumes of paper files containing vital records.
Function 2 (incl. Expected results)
Monitors issues with records classification and processing, achieving results such as:
? Identify errors on record classification and minutes.
? Register and process corrective actions to ensure consistency and accuracy of records.
? Advise users and RMS Focal Points on procedural updates for classification and minutes improvement.
? Assist the RMS Supervisor on training/coaching of RMS staff.
Function 3 (incl. Expected results)
Assists archives operations, achieving results such as:
? Assist with the periodic review of registry records according to the retention schedule.
? Process transfers of official inactive paper files.
? Close paper registry files and ensure their integrity.
? Update REGIS in accordance with transfer of paper files.
? Manage storage space of archival registry files.
Function 4 (incl. Expected results)
Assists RMS Focal Points and users of records and archives, achieving results such as:
? Advise HQ RMS Focal Points and users on the procedures for records management.
? Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public.
? Answer queries and provide assistance for requests related to records in RMS, REGIS and Archives.
? Make arrangement for loan services of archival documents including paper registry files, working papers, ICAO documents, etc.
Function 5 (incl. Expected results)
Reviews RMS operational lists, achieving results such as:
? Update and maintain accurate and complete operational lists.
? Follow up with ICAO State Letter Coordinator and users to ensure accurate filing information updated.
? Monitor change requests for RMS operational lists.
Function 6
Performs other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
Education
Essential
Secondary education.
Desirable
A diploma of college studies (DEC), or equivalent, in a related field or recognized qualifications in records management and information management.
Professional experience
Essential
? A minimum of five years� experience.
? Experience with digital capture of documents and record classification.
? Experience in following and applying organization policies, guidelines and procedures.
Desirable
? Experience within the United Nations system or in an international organization, in Records Management and Archives.
Languages
Essential
Fluent reading, writing and speaking abilities in English.
Desirable
Knowledge of any language of the Organization (Arabic, Chinese, French, Russian, Spanish).
COMPETENCIES
Professionalism: Sound knowledge of ICAO structure, documentation and records management highly desirable. Familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word. 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.
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.
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 and 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.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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.
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-5 | CAD 36,973 | ||
| 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 | ||
| Post Title: | Records Coordinator | Vacancy Notice: | 2015/17/G 105603 |
| Level: | G-5 | Posting Period: | 24 April � 7 May 2015 |
| Duty Station: | Montr�al | Date for entry on duty: | After 7 May 2015 |
THE ORGANIZATIONAL SETTING
The Records Management System (RMS) Unit is subordinate to the Documentation Planning and Management (DPM) Section, part of Languages and Publications (LP) within the Bureau of Administration and Services in (ADB) in ICAO.
The Unit is responsible for the provision of electronic Records Management (RM) services and Archives for Bureaus at Headquarters and of RM services to Regional Offices. Unit is also responsible for the distribution of State letters and Electronic Bulletins to States and International Organizations. The RMS Supervisor (S/RMS) reports directly to Chief, DPM (C/DPM) and supervises a State letter Coordinator, a Records Coordinator, a Registry Clerk and an Archives Clerk.
The incumbent of the position reports directly to S/RMS. S/he records ICAO official correspondence into the Records Management System. She monitors issues with classification and processing of official correspondence through the RMS and the Central Registry Information System (REGIS), taking corrective action and/or reporting to S/RMS. S/he coordinates Archives operations with all Bureaus and the Archives Clerk. She also assists RMS Focal Points on matters of records classification and researches user record queries.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Records official correspondence,
achieving results such as:
� Classify and file official email and e-fax correspondence according to the ICAO File Guide into the RMS.
� Capture official paper correspondence through scanning and optical character recognition, classify and index correspondence according to the ICAO File Guide and submit the resulting record for validation.
� Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS.
� Identify official paper correspondence as vital records, classify and submit them to REGIS for the Legal Affairs and External Relations Bureau (LEB) and the Office of the Secretary General (OSG).
� Request and file translated versions of non-English correspondence into the RMS.
� Open new volumes of paper files containing vital records.
Function 2 (incl. Expected results)
Monitors issues with records classification and processing,
achieving results such as:
� Identify errors on record classification and minutes.
� Register and process corrective actions to ensure consistency and accuracy of records.
� Advise users and RMS Focal Points on procedural updates for classification and minutes improvement.
� Assist the S/RMS on training/coaching of RMS staff.
Function 3 (incl. Expected results)
Coordinates Archives operations
, achieving results such as:
� Assist with the periodic review of registry records according to the retention schedule.
� Coordinate and process transfers of official inactive paper files, provide operation plans.
� Close paper registry files and ensure their integrity.
� Update REGIS in accordance with transfer of paper files.
� Manage storage space of archival registry files.
Function 4 (incl. Expected results)
Assists RMS Focal Points and users of records and archives,
achieving results such as:
� Advise HQ RMS Focal Points and users on the procedures for records management.
� Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public.
� Answer queries and provide assistance for requests related to records in RMS, REGIS and Archives.
� Make arrangement for loan services of archival documents including paper registry files, working papers, ICAO documents, etc.
Function 5 (incl. Expected results)
Reviews RMS operational lists,
achieving results such as:
� Update and maintain accurate and complete operational lists.
� Follow up with ICAO State Letter Coordinator and users to ensure accurate filing information updated.
� Monitor change requests for RMS operational lists.
Function 6
Perform other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
Educational background
Completion of secondary school is required.
Professional experience and knowledge
Essential
� A minimum of five years� related work experience.
� Experience with digital capture of documents and record classification.
� Experience on following and applying organization policies, guidelines and procedures.
Desirable
� Experience within the United Nations system or in an international organization, in Records Management and Archives.
� Knowledge of ICAO structure, documentation and records management.
� Familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word.
Language skills
Essential
Fluent reading, writing and speaking abilities in English.
Desirable
Knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).
Competencies
1. Accountability: The willingness and ability to accept responsibility for oneself and one�s subordinates; taking ownership for actions and outcomes.
2. Communication: The ability to convey oral communication clearly and concisely; listening to understand, and asking questions to verify understanding.
3. Client orientation: Ability to provide excellent service to internal and external customers, identifying and responding to their current and future needs.
4. Planning and Organizing: The ability to identify priority activities and assignments in a fast pace environment, allocate appropriate amount of time and resources for completing work.
5. Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others� ideas and expertise.
CONDITIONS OF EMPLOYMENT
It should be noted that this post is to be filled on a temporary basis for a period of six months.
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. In this connection, ICAO has incorporated the 2001 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions.
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-5 | CAD 36,464 | ||
