Records Manager - DHR, Consultant, NYHQ



Job Number: 494015 |
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy

About UNICEF
UNICEF was established in 1949. UNICEF promotes the rights and wellbeing of every child, in everything we do.  Together with our partners, we work in 190 countries and territories to translate that commitment into practical action, focusing special effort on reaching the most vulnerable and excluded children, to the benefit of all children, everywhere. UNICEF has some 11,600 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.
In this regard, 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 is beginning 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 Manager, under a consultancy, to deliver the following:
  1. Lead the 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.
  2. Maintain the records management system classification scheme. Develop, maintain and update organizational retention schedule for new HR records. Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes.
  3. Lead the Field Office digitalization project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management.  Manage Field Office digitization team.
  4. 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.
  5. Provide support to the development and implementation of other Human Resources records including Executive and Legal records.
  6. Provide support to the implementation of the Continuing Appointment project by ensuring that that the required data and documentation is captured in Talent Management and SAP VISION systems. 
  7. Support Talent Management project management. Provide Talent Management system training for UNICEF Field Office and support for system users. Support promotion and information campaign including design of the promotion materials. Serve as web developer support for Talent Management project.
  8. 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.
  • Technical skills and experience in Web design, for example, using html, CSS, JavaScript, PHP, MySQL, Bootstrap
  • Other technical skills including design using Adobe Package (Photoshop, Illustrator, InDesign).
  • Knowledge of and experience with the ERP systems

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.
VA2001/2015Minimize
Click here to collapse content Vacancy No.: VA2001/2015
Job Title: Computer Systems Officer � OpenText / EDMS Specialist
Reports to: Director, Information Technology (IT) Unit

Job Profile
The prospective candidate will be a member of the professional team of the OFID�s Information Technology (IT) Unit. S/he represents a corporate resource that develops practical information from computing assessments, cost benefit analysis and recommendations; more specifically in the area of Electronic Document Management System (EDMS) using the OpenText application system. S/he is required to provide solutions for complex requirements arising from diverse OFID�s EDMS infrastructure and OpenText application activities. S/he maintains and expands technical skills in EDMS and other related IT areas, in order to follow the technological trends and to solve future challenges.
Duties and Responsibilities
  • Performing the EDMS / OpenText system administration tasks, including server upgrades/patches, design, configuration, testing, troubleshooting, disaster recovery, archiving and storage management;
  • Conducting user support and trouble shooting in the EDMS applications systems support, more specifically the OpenText system, to include:
    • Analysing the problems and providing first level support to users;
    • Coordinating with partnering vendors for the second and third level support;
    • Regularly liaising with the focal points of the departments / units to ensure follow up of policies and procedures;
  • Maintaining and developing the EDMS / OpenText application systems to ensure operational effectiveness and efficiency;
  • Participating, as team member, in IT implementation projects, application systems group, and other IT activities;
  • Providing / coordinating EDMS / OpenText end-user training;
  • Performing one / more assigned IT tasks which might include system analysis, programming, database administration, users� support/helpdesk, disaster recovery, maintenance and support of assigned application systems, in coordination with support partners.
Qualifications and Experience
  • An advanced university degree from a reputable university in the country of education, in any Information of Technology / Information System disciplines;
  • Minimum of 5 years of relevant professional experience; working with the OpenText � Electronic Document Management System is desirable.
Skills and Competencies
  • Strong knowledge of OpenText Content Server and Archive Servers, as well as knowledge of Email Archiving;
  • Professional qualification in OpenText (i.e. OpenText certifications) will be an added advantage;
  • Understands processes and best practices of developing and implementing a new Enterprise Content Management System (OpenText);
  • Knowledge of Integration of OpenText content Server with SAP using xECM, Records Management, OpenText Tempo Box, Employee File Management module and Kofax is desirable;
  • Familiar with up-to-date computer software packages, e.g. Microsoft Operating Systems, Microsoft Office, LiveLink, etc.
  • Excellent written and verbal communication skills in English. Working knowledge of German is considered as an added advantage;
  • Good interpersonal skills with proven ability to work as a member of multi-cultural project team and user community, as well as good time management skills;
  • Understands the core activities of development finance institutions in general, and OFID in particular;
  • Possesses good planning, organizational, time management, project management, as well as basic cost and benefit analysis skills.

IT Technical Expert (OpenText Content Server/Archive Server)


Reference: 2015-177-EXT
Closing Date for Applications: Mon, 7 Sep 2015
Functional area: Information Systems
Function:The Directorate General Information Systems (DG/IS) provides, operates and supports the IT infrastructure and applications required by the European Central Bank (ECB) and the European System of Central Banks (ESCB). Within DG/IS, the Enterprise Systems Division (ENS) is responsible for the portfolio of enterprise systems across the ECB, including its:
  • enterprise resource planning (ERP) systems, which largely focus on SAP,
  • enterprise content management (ECM) systems, which largely focus on the OpenText Content Server and Archive Server platform, and
  • the Data Intelligent Services Centre (DISC).
ENS manages IT-related ECB and ESCB tasks and projects belonging to the portfolio, while providing maintenance and functional support for the applications within the portfolio.
The successful applicant will be entrusted with the following main tasks:
  • close liaison with internal customers regarding the design of solutions in order to meet requirements and the suggestion of potential alternatives, taking account of standardisation considerations and the total cost of ownership;
  • integration of applications services based on the OpenText Content Server and Archive Server platform, from technical design, specification, evaluation and selection of new solutions to integration, testing, maintenance and documentation;
  • contributing to the service strategy for the ECB�s ECM systems;
  • delivering presentations and leading workshops on technical project activities aimed at a variety of stakeholders (of different hierarchical levels and technical understanding);
  • technical lead for longer-term OpenText platform projects and releases, such as upgrades of the core applications (Content Server, Archive Server) and underlying infrastructure (e.g. database servers, storage, operating system);
  • participation in dynamic short-term teams for maintenance activities, such as those required to support changes to infrastructure components, patching the core application, integrating the application with other services in the role of technical lead on the OpenText applications and/or activity coordinator;
  • drafting and maintaining accurate and up-to-date technical documentation relating to the OpenText products used by the bank and associated modules and component applications, such as technical specifications, operational manuals and release/change management documentation;
  • cooperation with the teams responsible for the daily operations of the productive systems in the service transition phase, supporting the hand-over to operations, and, later on, in the role of third-line support for issues.

Qualifications and experience:Applicants must have the following knowledge and competencies:
  • preferably a master�s degree in computer science, business engineering or another field relevant to IT, or a bachelor�s degree combined with relevant professional qualifications, and four years of relevant experience in the development of document management solutions using OpenText Archive Server/Content Server solution architecture;
  • expert knowledge of OpenText LiveLink/Content Server, Archive Server and Enterprise Connect;
  • proven experience in the installation, setting-up, customisation, maintenance and integration of OpenText solutions in complex enterprise system architectures;
  • knowledge of the design, development and management of workflows and LiveReports;
  • sound knowledge of the use of server operating systems (Windows 2008 or later versions), databases (Oracle 11), web applications (Tomcat/Apache and IIS), authentication services (Active Directory, Oracle IAM, Radius);
  • knowledge of software development best practices and methodologies as well as of test support and test automation tools;
  • experience in developing architectural solution designs, handling all relevant technical aspects, such as dimensioning, performance, integration/development frameworks, security, backup, restore and high availability, would be an asset.
The following competencies would also be an asset:
  • expert knowledge of the internal components and modules of Content Server 10/10.5 and related software, including eLink, AdLib eXpress, Archive Server API, Document Pipelines and Enterprise Scan;
  • expert knowledge of the Content Server-based modules/solutions content life cycle management, extended collaboration and knowledge management, as well as of advanced workflows, security clearance, monitoring agent software and web services;
  • experience of SAP-related OpenText products/modules (document archiving for SAP solutions/DocuLink for SAP solutions, employee information management for SAP solutions);
  • a sound knowledge of OpenText mobility solutions;
  • experience of document capture solutions for mailroom automation (scanning, classification, OCR);
  • experience of the HP Application Lifecycle Management suite;
  • hands-on programming experience using generic object-oriented languages such as Java or C# and repository management tools such as git, CVS or others;
  • knowledge of OScript programming;
  • hands-on experience of SQL database development and tuning using Oracle.
  • experience in a lead role (technical lead) in a project implementing a content management solution;
  • an advanced-level command of English with proven drafting ability;
  • a good knowledge of at least one other official language of the EU;
  • a good knowledge of MS Office, in particular Word, Excel, PowerPoint and Access;
  • a good knowledge of MS Project and MS Visio;
  • ideally, knowledge of test tools like HP ALM, as well as test automation;
  • ideally, knowledge of IT service management processes and best practices (such as ITIL), particularly in the areas of problem management, release management and capacity management;
  • knowledge of ISO 9001 project quality management standards would be an asset.

Competencies:The successful candidate will have the following behavioural competencies:
  • is able to create a theoretical framework that helps in the deployment of practical solutions and to identify connections and relationships between concepts and events;
  • communicates ideas in an effective manner and ensures mutual comprehension;
  • understands who his/her clients are and what their expectations are, making improvements to services on the basis of feedback and establishing methods for improving quality in a timely manner;
  • manages his/her own workload independently, supporting team members without assuming responsibility for their work, sharing information and supporting team members in the achievement of common goals;
  • establishes and maintains cooperative relationships with staff and management at all levels, both inside and outside the organisation, finding common ground/areas of agreement and adopting win-win solutions;
  • pursues projects with energy and drive, seeing resistance and setbacks as inevitable obstacles that need to be overcome;
  • takes the initiative in improving policies, processes, products and decisions;
  • empowers himself/herself in order to manage situations of high workload by taking responsibility for his/her own actions, while having a number of well-established ways of defusing tension;
  • uses rigorous logic and comprehensive processes in order to solve difficult and challenging problems and deliver results, even within tight time frames.

Further Information:Three-year fixed-term contract, with possible conversion to a contract of indefinite duration subject to individual performance and organisational needs.
For releases and planned maintenance activities, as well as for enabling the division to maintain its business continuity capability, the successful applicant will occasionally be expected to perform work during non-standard working hours and to work at the ECB�s standby sites.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from female candidates.
The division is willing to discuss part-time arrangements.
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.

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: F/G