Information Management Officer, P3
INFORMATION MANAGEMENT OFFICER
United Nations Multidimensional Integrated Stabilization Mission in Mali
BAMAKO
4 September 2015-19 September 2015
15-IMA-MINUSMA-47844-F-BAMAKO (M)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 
 
Special Notice
This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.
Org. Setting and Reporting
This position is located in the United Nations Multidimensional Integrated Stabilization Mission in Mali (MINUSMA), Bamako. Information Management Officer reports directly to the Administrative Officer under the overall guidance of the Deputy Director of Mission Support (DDMS). Information Management Officer provide guidance and governance on Information Management Strategy and activities; ensure set up of Archives of new mission�s Information Management Unit follow standards; design and develop efficient and sustainable processes and systems for collection, processing and access to the mission�s information assets.
Responsibilities
Within delegated authority, the Information Management Officer (Chief Records and Archives Unit) will be responsible for the following duties:

GENERAL
� Provides advisory services on recordkeeping practices include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
� Facilitate mission-wide coordination and prioritization of information management initiatives in support of the Mission mandate and priorities
� Establish and implement a framework for information governance
� Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
� Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
� Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems.
� Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned.
� Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal.
� Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section�s storage facilities meet environmental standards.
� Manages archival processing activities
� � Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to MINUSMA staff.
� Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
� Participates in developing client outreach strategies and in their implementation.
� Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
� Performs other related duties, as required.
Competencies
� PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

� 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.

� 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.

� TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education
Advanced university degree (Master�s degree or equivalent) in archival, information science, information systems, social science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area.
Languages
English and French are the working languages of the United Nations Secretariat. For this post,
fluency in English (both oral and written) is required. Knowledge of French is an advantage.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by informal interview.
United Nations Considerations
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.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING
Vacancy Notice No: SE/RO/GS/2015/18

Title: Executive Associate (Communication & Records)

Grade: G7

Contract type: Fixed-term Appointment

Duration of contract: Two years
Date: 25 August 2015

Application Deadline: 15 September 2015
                     

Duty Station: New Delhi, India

Organization unit: SE/DAF Director - Administration & Finance (SE/DAF) /
SE/ASO General Support Services (SE/ASO)
SE/CMR Communication & Records
OBJECTIVES OF THE PROGRAMME :
To provide administrative assistance to Administrative Services Officer (ASO) in the entire range of activities of the Communication and Records unit.
Description of duties:
Under the general supervision of the ASO, the incumbent will lead the Communication & Records (C&R) team and perform the following duties:

1. Supervise, review and evaluate work of staff assigned;
2. Coordinate communications related activities comprising dispatch and receipt of diplomatic pouches, commercial mail/telegrams, telefaxes/faxes, distribution of mail/materials received and switchboard operations;
3. Oversee filing related work such as classification, recording, routing, filing of correspondence/documents etc., and orderly maintenance of SEARO officials archives;
4. Certify for payment all expenditures, on air/surface freight of diplomatic pouches/other material, on mail/telegrams, on telex/faxes, telephones, e-mail etc;
5. Determine comparative cost-effectiveness of alternative modes of communication options continuously;
6. Monitor maintenance of various UN/WHO Address Lists, Secretary's Guide Books, internal telephone directly and their timely updating;
7. Prepare correspondence, reports/evaluations, justifications on C&R related administrative/special tasks of general/confidential nature;
8. Ensure proper training of staff in alternative operational areas of C&R, for effective backstopping/replacement when require;
9. Advise senior administrative staff on C&R operations, technology up gradation options, streamlining procedures, staff performance, etc;
10. Participate in discussion/meetings to evaluate/revise procedures/practices, assesses their impact and recommends follow up actions;
11. Brief international personnel on Communication and Records operations in SEAR;
12. Plan budget for procurement of relevant services
13. Back-charge of the cost of services rendered to technical units and UN agencies
14. Maintain relevant imprest petty cash account
15. Initiate or oversee relevant GSM functions such as HR actions for all staff in the unit, procurement functions like APW and LTAs with supplier, creation of purchase orders (POs); uploading of invoices in GSM for final settlement; and monitoring and updating the POs for sufficient funds'
16. Oversee in-house printing of documents, reports, books, visiting cards, bulk photocopying and all related actions including supplies and equipment.
17. Focal point for records management and change management including updating of manuals, standard operating procedures, corresponding implementation, spearheading e-filing/archiving initiatives, etc.
18. Perform any other duties as required
REQUIRED QUALIFICATIONS
Education:
Essential: Completion of Secondary School education

Desirable: University degree is an asset. Training/experience in business administration or orientation in communications/records operations.

WHO only considers higher educational qualifications obtained from an accredited institution (please refer to http://www.whed.net/)
Skills:
Functional Knowledge and Skills:
- Thorough knowledge and understanding of a wide range of administrative policies and procedures, WHO rules and regulations;
- Well-developed management and supervisory skills;
- Ability to write and speak well, essential communication skills
- Knowledge of communications/records-related policies/procedures;
- Knowledge of document management and archiving automated systems.
- Knowledge of Enterprise Content Management.

Competencies:
1. Teamwork
2. Respecting and promoting individual and cultural differences
3. Communication
4. Producing results
5. Creating an empowering and motivating environment

Other Skills :
- IT skills: Proficiency in the use of modern office software packages such as MS Office (Word, Excel, PowerPoint, Outlook etc.) and standard office equipment. Good working knowledge of GSM (or other Oracle-based ERP systems) is desirable.
- Proficiency in content management, archiving and document management.
Experience:
Essential: At least seven years of progressively responsible work experience in administration/programme areas.

Desirable: Experience in area of communication/records/printing in WHO/UN/international organization; Ability to carry out supervisory responsibilities
Languages:
Excellent knowledge of written and spoken English and Hindi.
Additional Information:
NOTE:

In addition to position-specific test, external candidates will be required to qualify mandatory tests in English language and computer skills.

A written test, using computer, will be held for the short-listed applicants. The performance in written test will decide applicant's eligibility to appear in the interview.

The written test for shortlisted candidates will tentatively be held during the week starting 21 September - 1 October 2015. Candidates are advised to make themselves available during that week.

External candidates will be contacted only if under serious consideration;

This position is subject to local recruitment and will be filled only by a national of India, willing to relocate within commutable distance.

Other benefits include: 30 days annual leave, child allowance, pension plan and medical insurance.

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)
INR 10, 29, 146 at single rate
This vacancy notice may be used to fill other similar positions at the same grade level.
A written test and interviews may be used as a form of screening
Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: www.who.int/employment. The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.
WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.
Information Management Assistant (Temporary Job Opening), G6 (Temporary Job Opening)
INFORMATION MANAGEMENT ASSISTANT
Office of Legal Affairs
NEW YORK
8 September 2015-15 September 2015
15-IMA-OLA-47871-J-NEW YORK (T)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 
 
Special Notice
This position is available for a period of six months with possibility of extension.

Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.

"Passing the Administrative Assessment Support Test (ASAT) in English at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY or the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat."

Notes:

� A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further �stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013�� Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

� Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.

� Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

� While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

� The expression �Internal candidates�, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

� Please note that 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.

� For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

� The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
Org. Setting and Reporting
This position is located in the Archive Unit, Office of Under-Secretary-General, Office of Legal Affairs. The incumbent reports to the Principal Information Management Assistant.
Responsibilities
Under the direct supervision of the Principal Information Management Assistant of the Archive Unit, the Information Management Assistant will be responsible for the following
duties:

� Analyze and prepare records for digitization; apply classification to records for filing, access and retrieval.
� Assist Legal Officers in research queries and retrieval of records and archives.
� Manage physical and digital records according to their file plan.
� Update and manage the records� database and the shared drive.
� Facilitate and prepare inactive records for transfer the Archives and Records Management Section (ARMS) using the eForm.
� Provide outreach to OLA staff on recordkeeping practices and legal research tools.
� Assist in the development of OLA�s records management policy and practice; assist in the development of OLA�s retention schedule.
� Identify record sensitivity levels to ensure secure storage.
� Maintain documentation of archives and records management practices within OLA.
Competencies
PROFESSIONALISM: Knowledge of archive and record management best practice;
Ability to undertake independent research, identify and assess issues and develop accurate retrieval tools for relevant records; Ability to work under pressure and apply practical problem-solving skills as needed. Extensive knowledge of the United Nations policies and procedures for information management. Knowledge of computer software relevant for application to archives, library, documentation and recordkeeping is required. Ability to identify clients' needs and matches them to appropriate solutions. 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; Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

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.

TECHNOLOGICAL AWARENESS: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
Education
High school or equivalent diploma. Training in archives and records management is required.
Work Experience
A minimum of seven years of experience in archives, records management and related area is required. Relevant experience within the United Nations common system is desirable. Experience with managing legal records is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of French or Spanish is desirable.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
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.
No Fee
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
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.

Administrative Assistant

Are you service oriented and customer focused? Can you multitask? Broaden your administrative skills in an international scientific environment by joining the secretariat of one of the Large Hadron Collider's (LHC) experiments to meet the challenges of a diverse range of activities. Take Part!
 
Job Reference: PH-DI-SE-2015-194-LD
Publication date:
10/08/2015
Closing date:
20/09/2015
Introduction
Administrative Assistant in the Physics Department (PH), DI Group, Secretariat Support Section (SE)
The secretariat support section of the Physics Department's is responsible for providing administrative secretarial support to the Department, Experiments and Groups. Our services include general office duties in accordance with the Organization's administrative procedures, including other special contributions such as the participation in events organization.
You will join a multi-cultural team with a wide range of skills and expertise - providing services to the collaborators of an experiment to the LHC. You will also ensure that the flow of information inside and outside your direct working environment is of highest standard.
You will have the opportunity to broaden your knowledge in new areas, and discover domains where excellence is the key driving factor. Specific training is available, as well as support for professional development to foster your skills and develop your talents.
Functions
As an administrative assistant in an experimental secretariat, you will join a team of assistants and participate in the daily management of the experimental secretariat office with special emphasis on information, communication and organizational duties. Notably, you will:
  • Act as first line support to collaborators', Users' and visitors' queries in contact with relevant services inside and outside CERN.
  • Perform administrative and secretarial tasks associated with scheduling and coordinating meetings and events.
  • Assist in the preparation and follow-up of documentation and correspondence including their publication and circulation.
  • Contribute to CERN and experiment database and web site update activities in collaboration with the User Office and the Institutes.
  • Maintain physical and electronic documents, web pages, shared files and records to provide up-to-date information.
  • Make sure that CERN's different rules and procedures are respected and correctly applied in different situations.
  • Replace other assistants during their absence.
Qualification required
Technical certificate or general secondary education in an administrative field, or equivalent.

*Please note that preference will be given to candidates with the above-mentioned qualifications: In principle consideration will not be given to applications from people with higher qualifications.
Experience and competencies
The experience required for this post is:
  • Demonstrated professional experience in an administrative service or secretariat, preferably in an international environment.
  • Proven experience in the field of hospitality management will be considered as an asset.
The technical competencies required for this post are:
  • Customer service.
  • Secretarial service.
  • Archiving and records management: scientific information and document management.
  • Use of Office software packages: knowledge of sharepoint software would be an advantage.
The behavioural competencies required for this post are:
  • Communicating effectively: demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively; providing others with timely information.
  • Demonstrating accountability: presenting information accurately and objectively; working conscientiously and reliably; delivering on promises; maintaining confidentiality.
  • Achieving results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
  • Working in teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
  • Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements.
The language competencies required are:
  • Spoken and written English.
  • Ability to understand and speak French in professional contexts as well as draft texts for publications and official communications is an advantage.
  • Any additional language knowledge will be considered as an asset.
Eligibility conditions
Employing a diverse and international workforce is a CERN core value and central to our success. We welcome applications from all Member States irrespective of gender, age, disability, sexual orientation, race, religion or personal situation.
This vacancy will be filled as soon as possible, and applications should normally reach us no later than 20.09.2015.
By applying here, you allow CERN to consider your application for any position it considers relevant with respect to your profile. Please ensure you update your profile regularly with any relevant information and that you inform the recruitment service if you wish your file to be removed from the database.
Note on Employment Conditions
We offer a limited-duration contract for a period of 2 years. Limited-duration contracts shall terminate by default on their date of expiry.
Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

These functions require:

  • Work during nights, Sundays and official holidays, when required by the needs of the Organization
Chief of Section (Records&Archives)
11287
Geneva, Switzerland
DER RECORDS ARCHIVES SECTION
Geneva, Switzerland
H
P5
Family
 
Eligibility Information
Procedures and Eligibility
Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the IOM-FOM issued for this Compendium / Fast Track exercise, as well as the Revised Policy and Procedures on Assignments (UNHCR/HCP/2015/2 refers).
Operational Context
Current Situation
Records and Archives Section (RAS) is leading the global implementation of an e-records document and records management program. It also manages the historical archives of UNHCR which is used by internal and external researchers from all types of fields. RAS is also working in a digital preservation strategy. Part of the section will move to Copenhagen in 2015, and part will stay in Geneva. A part from the Records Management and Archives programs, RAS manages the printing services at HQ.

Leadership within UNHCR is provided for an accountable recordkeeping system as a foundation for governance of the organization

Duties are conducted within the general parameters established for the position by the Director and the incumbent is responsible for professional archival management of the function.
Desirable Attributes
- Advanced University Degree in archival management; or in history or related discipline with a concentration in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations.
- Minimum 10 years of previous professional job experience in the same functional area is essential.
- Familiarity with current trends in modern archives and records management, as well as a thorough knowledge of archives and records management methodologies.
- Sound knowledge of office automation and electronic records management.
- Familiarity with current trends in archival research.
- Training and experience in records management.
- English is essential and working knowledge of another UN language, preferably French.
- The successful presentations of a thesis or publications based upon archival research are highly desirable.
- Languages in addition to English and French are an asset.
Working and Living Conditions
The position is at headquarters in Geneva.
Security Considerations
Ocasionally is necessary to travel to countries with different levels of security
Additional Factors
The incumbent is supervising a unit of 12 staff, 4 of them professional archivist, and a number of consultants and contractors
This is an expert position.
Job Description
Duties and Qualifications
Chief of Section (Records&Archives)

ORGANIZATIONAL CONTEXT


Reporting directly to the Director of the Division of External Relations, the Chief of Section (Records and Archives) heads a team of 12 staff members: four professionals and eight general services. The Section consists of two units located in Geneva and Copenhagen. The incumbent is also the line manager of one general staff in the GSC Budapest.

In order to address the risks related to unmanaged analogical and digital records, and to be prepared to address the question of short-term, medium-term and long-term preservation and access issues, the Chief of Section leads the implementation of UNHCR Global Information and Records Management and Archives program. Duties are conducted within the general parameters established for the position by the Director and the incumbent is responsible for professional direction of the Section.

External and internal relationships and contacts can be listed as follows:

With Representatives, Line- and Field based Managers, Directors of Services and Bureaus, and Services involved in the different aspects of Information management, on the development, design and particularly on the implementation of related information and records management and archives programs and policies

With staff of own Section primarily on providing leadership and strategic direction and supervision of day-to-day functions and procedures, ensuring adherence to established policies, processes and procedures.

With external stakeholders, and researchers, on access to UNHCR Archives.

With counterparts in other UN agencies on the development or coordination, on improvements or amendments of relevant UN-wide HR policies as falling into the scope of this function's responsibility.

Representing UNHCR, if required, in applicable fora, academic institutions, conferences, etc.


FUNCTIONAL STATEMENT

Accountability
- UNHCR captures, selects, preserves, protects and make accessible, authentic and reliable records created, received or collected as a result of its global activities in all type of media and systems.
- UNHCR and its global workforce can access all relevant institutional memory to perform their duties; take informed decisions; external stakeholders can access documentary evidence of UNHCR present and past activities and decisions; and, persons of concern have their UNHCR records protected and accessible in accordance with their rights

Responsibility
- Manage the Records and Archives Section;
- Lead UNHCR global information and records management, and archives program of UNHCR;
- Establish UNHCR strategy regarding the management, preservation and access to UNHCR institutional memory;
- Oversee the design, implementation and management of UNHCR global records management and archives program;
- Coordinate the development, update and issuance of guidance materials, implementation strategies and training programs related to UNHCR information and records management and archives programs;
- Oversee the management of UNHCR Archives and the reference services provided to internal and external researchers;
- Oversee the Digital Preservation program for all UNHCR digital asset;
- Represent the Section, and the Division, on matters concerning the overall direction of UNHCR in terms of information and records management, and archives.

Authority
- Decide on the strategies, guidance materials and training programs for information and records management; and archives.
- Approve records disposition and destruction schedules, and authorize records destruction.
- Enforce global compliance with UNHCR�s policies, procedures and standards governing information and records management, and archives.
- Decide on the access of UNHCR records to internal and external users in accordance with the UNCHR Access Policy.
- Decide on the implementation of the most appropriate UNHCR information and records management, and archival standards.
- In collaboration with DIST, determine the ICT platforms that should support the information and records management, archives management and digital preservation of UNHCR digital assets.
- Represent the Section and the Division in meetings and fora related to the functions.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Advanced University Degree in archival management; or in history or related discipline with a concentration in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations.
- Minimum of 15 years previous relevant professional job experience including at least 10 years in an international capacity.
- Familiarity with current trends in modern archives and information and records management, as well as a thorough knowledge of archives and records management methodologies.
- Excellent knowledge of English and working knowledge of another UN language, preferably French.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Languages in addition to English and French are an asset.
Position Competencies
C001L4 - Accountability Level 4
C002L4 - Teamwork & Collaboration Level 4
C003L4 - Communication Level 4
C004L4 - Commitment to Continuous Learning Level 4
C005L4 - Client & Result Orientation Level 4
C006L4 - Organizational Awareness Level 4
M001L4 - Empowering and Building Trust Level 4
M002L4 - Managing Performance Level 4
M006L4 - Managing Resources Level 4
M005L4 - Leadership Level 4
M003L4 - Judgement and Decision Making Level 4
M004L4 - Strategic Planning and Vision Level 4
X005L4 - Planning and Organizing Level 4
X003L4 - Technological Awareness Level 4
X008L4 - Stakeholder Management Level 4
Closing Date
Please note that the closing date for all applications is Thursday, 17 September 2015 (Midnight Geneva time).


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