| Posting Title: | Information Management Assistant |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | OFFICE OF HUMAN RESOURCES MANAGEMENT |
| Duty Station: | NEW YORK |
| Posting Period: | 19 July 2016 - 17 August 2016 |
| Job Opening Number: | 62618 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia maybe accepted in lieu of the GGST.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia maybe accepted in lieu of the GGST.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
This position is located in the Personnel Records Unit, Learning, Development and HR Services, Office of Human Resources Management. Information Management Assistant will report to senior Information Management Assistant.
Within delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management
�Creates Official Status Files for newly appointed staff members;
�Provides standard and PRU-specific applications support and Unite Docs troubleshooting for Headquarters Deployment Group (HDG) staff.
�Conducts end-user training relating to requesting official status files through Unite Docs.
�Provides initial technical support and guidance to end-users and identifies areas where improvement or modifications are needed.
�Registers Section�s incoming and outgoing records in electronic record keeping system.
�Maintains Unit�s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
�Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation
from UNHQ to Offices away from Headquarters.
�Carries out quality control functions for incoming and outgoing official status files and document to be filed.
�Assists with training of the temporary staff and covers supervisor�s duties in their absence.
�Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
�Performs clearinghouse functions such as records inventory/archiving projects and carries on various duties such as: performs researches in HR and unit�s databases to determine which files are to be archived, analyses retention schedules, assembles records, creates electronic files list, updates information in unit�s electronic record keeping system and coordinates transfers of records to ARMS.
�Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation;
�Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
�Oversees internal records retrieval, loan, reproduction and staff clearance operations.
�Supports external reference services by drafting routine responses to inquiries, including records reproduction transmittals, for approval of HR Officer.
�Participates in maintaining the Unit�s reference database.
�Participates in discussions and meetings on creation of digital records, reorganization of Unit�s work processes, files management and record keeping.
Documents
Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provides document delivery services as required.
General
Conducts research as requested by more senior staff using Umoja and Unite Docs.
Provides relevant technical support to users of information services.
Provides administrative support for the Unit and undertakes other duties as assigned.
Archives and Records Management
�Creates Official Status Files for newly appointed staff members;
�Provides standard and PRU-specific applications support and Unite Docs troubleshooting for Headquarters Deployment Group (HDG) staff.
�Conducts end-user training relating to requesting official status files through Unite Docs.
�Provides initial technical support and guidance to end-users and identifies areas where improvement or modifications are needed.
�Registers Section�s incoming and outgoing records in electronic record keeping system.
�Maintains Unit�s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
�Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation
from UNHQ to Offices away from Headquarters.
�Carries out quality control functions for incoming and outgoing official status files and document to be filed.
�Assists with training of the temporary staff and covers supervisor�s duties in their absence.
�Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
�Performs clearinghouse functions such as records inventory/archiving projects and carries on various duties such as: performs researches in HR and unit�s databases to determine which files are to be archived, analyses retention schedules, assembles records, creates electronic files list, updates information in unit�s electronic record keeping system and coordinates transfers of records to ARMS.
�Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation;
�Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
�Oversees internal records retrieval, loan, reproduction and staff clearance operations.
�Supports external reference services by drafting routine responses to inquiries, including records reproduction transmittals, for approval of HR Officer.
�Participates in maintaining the Unit�s reference database.
�Participates in discussions and meetings on creation of digital records, reorganization of Unit�s work processes, files management and record keeping.
Documents
Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provides document delivery services as required.
General
Conducts research as requested by more senior staff using Umoja and Unite Docs.
Provides relevant technical support to users of information services.
Provides administrative support for the Unit and undertakes other duties as assigned.
Professionalism:Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients� needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients� needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
High school diploma or equivalent.
A minimum of five years of progressively responsible experience in modern archives management, record keeping, library information management or related area is required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS.
Job Number: 496670 | Vacancy Link
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy
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. UNICEF has over 12,000 staff in more than 145 countries.
BACKGROUND
UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories. All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015. The HR record management system has begun to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g., SAP (VISION), PageUp Talent Management system and Neocase Case Management system.
Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Management Consultant, under a consultancy, to deliver the following:
Qualifications
Requirements
Please provide a cover letter and the United Nations Personal History Form (P11) highlighting previous engagements which meet the qualification criteria described above. Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above. Applications submitted without a daily/monthly rate will not be considered.
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 organization.
Opening Date 1 Jul 2016 Eastern Standard Time
Closing Date 13 Jul 2016 Eastern Standard Time
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy
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. UNICEF has over 12,000 staff in more than 145 countries.
BACKGROUND
UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories. All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015. The HR record management system has begun to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g., SAP (VISION), PageUp Talent Management system and Neocase Case Management system.
Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Management Consultant, under a consultancy, to deliver the following:
- Support maintenance of HR's Records Management (Gimmal) implementation � and update as required -- in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
- Coordinate migration of documents to Records system control Quality and completnes of the uploaded documents.
- Maintain the records management system classification scheme.Work closely with ECM Project and communicate with key stakeholders to proactively ensure understanding of the interrelationship of records and business processes.
- Lead the Field Office digitalization and OSF Verification project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management.
- Support GSSC in updating of Designation of Beneficiaries documents and upload to Records Centre.
- Work closely with DHR Performance Management unit to support updates and access to PER's in Records System
- Provide technical and other support to the Human Resource function to digitize the Official Status Files of local staff in country offices while maintaining the highest standard of accuracy, efficiency, and security. Ensure the completion of the digitization of the remaining ("delta") OSF of International Professional staff and NYHQ General Service staff.
- Provide any training to staff in accessing and managing records. Provide support to users and IT in troubleshooting issues and proposing solutions.
Qualifications
- Candidate undertaking the assignment should have a minimum of six (6) years of experience in Information Management and Project Management or Human Resources related projects for the United Nations system or other international organizations.
- A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.
- Experience with Records Management system based on SharePoint preferably with Gimmal platform. And also experience with large scale digitization projects in the international environment.
- Hands on experience in conducting training on IT System and Human Resource business processes in the United Nations context.
- Experience with SharePoint including design and development of web pages and sites.
- Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion.
- Knowledge of and experience with the ERP systems
Requirements
Please provide a cover letter and the United Nations Personal History Form (P11) highlighting previous engagements which meet the qualification criteria described above. Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above. Applications submitted without a daily/monthly rate will not be considered.
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 organization.
Opening Date 1 Jul 2016 Eastern Standard Time
Closing Date 13 Jul 2016 Eastern Standard Time
