| POSITION INFORMATION Post Title: | Records Coordinator | Vacancy Notice: | 2016/08/G 105603 |
| Level: | G-5 | Posting Period: | 2 � 15 March 2016 |
| Duty Station: | Montr�al | Date for entry on duty: | After 15 March 2016 |
THE ORGANIZATIONAL SETTING
Languages and Publications (LP) provides interpretation, translation and editorial services in the six ICAO working languages (Arabic, Chinese, English, French, and Spanish) Based on the principle of simultaneous distribution, it ensures the issuance of documentation to Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from Headquarters.
The Documentation Planning and Management Section (DPM) comprises: Documents Management and Outsourcing Unit (DMO), and the Records Management Systems Unit (RMS). RMS is responsible for the provision of electronic records management services and archives for Bureaus at Headquarters and to Regional Offices, as well as the for the distribution of State letters and electronic bulletins to States and international organizations.
The incumbent of the position reports directly to the Supervisor, Records Management Systems Unit (S/RMS), with whom s/he consults on complex cases.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Coordinates the recording of official correspondence, achieving results such as:
? Classify and file official email and e-fax correspondence according to the ICAO File Guide into the Records Management System (RMS).
? Capture official paper correspondence through scanning and optical character recognition, classify and index correspondence according to the ICAO File Guide and submit the resulting record for validation.
? Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS.
? Identify official paper correspondence as vital records, classify and submit them to Central Registry File Guide (REGIS) for Legal Affairs and External Relations Bureau (LEB) and Office of the Secretary General (OSG).
? Request and file translated versions of non-English correspondence into the RMS.
? Open new volumes of paper files containing vital records.
Function 2 (incl. Expected results)
Monitors issues with records classification and processing, achieving results such as:
? Identify errors on record classification and minutes.
? Register and process corrective actions to ensure consistency and accuracy of records.
? Advise users and RMS Focal Points on procedural updates for classification and minutes improvement.
? Assist the RMS Supervisor on training/coaching of RMS staff.
Function 3 (incl. Expected results)
Assists archives operations, achieving results such as:
? Assist with the periodic review of registry records according to the retention schedule.
? Process transfers of official inactive paper files.
? Close paper registry files and ensure their integrity.
? Update REGIS in accordance with transfer of paper files.
? Manage storage space of archival registry files.
Function 4 (incl. Expected results)
Assists RMS Focal Points and users of records and archives, achieving results such as:
? Advise HQ RMS Focal Points and users on the procedures for records management.
? Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public.
? Answer queries and provide assistance for requests related to records in RMS, REGIS and Archives.
? Make arrangement for loan services of archival documents including paper registry files, working papers, ICAO documents, etc.
Function 5 (incl. Expected results)
Reviews RMS operational lists, achieving results such as:
? Update and maintain accurate and complete operational lists.
? Follow up with ICAO State Letter Coordinator and users to ensure accurate filing information updated.
? Monitor change requests for RMS operational lists.
Function 6
Performs other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
Education
Essential
Secondary education.
Desirable
A diploma of college studies (DEC), or equivalent, in a related field or recognized qualifications in records management and information management.
Professional experience
Essential
? A minimum of five years� experience.
? Experience with digital capture of documents and record classification.
? Experience in following and applying organization policies, guidelines and procedures.
Desirable
? Experience within the United Nations system or in an international organization, in Records Management and Archives.
Languages
Essential
Fluent reading, writing and speaking abilities in English.
Desirable
Knowledge of any language of the Organization (Arabic, Chinese, French, Russian, Spanish).
COMPETENCIES
Professionalism: Sound knowledge of ICAO structure, documentation and records management highly desirable. Familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving
results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others� ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
Client Orientation: Considers all those to whom services are provided to be "clients " and seeks to see things from clients� point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients� needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
CONDITIONS OF EMPLOYMENT
It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate).
ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.
ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).
ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).
| The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration: | Level | Net Base Salary per annum | |
| G-5 | CAD 36,973 | ||
Issued by:
OSCE Special Monitoring Mission to Ukraine
Vacancy number:
VNSMUS00363
Field of expertise:
General Administration
Functional level
Professional
Number of posts:
1
Duty station:
Kyiv
Date of entry on duty:
As soon as possible
Date of issue:
26 February 2016
Deadline for applications:
17 March 2016
General Minimum Requirements |
The general minimum requirements for working with the OSCE are:
|
Field of Expertise Requirements |
The general minimum requirements for working in this field of expertise are:
|
Level of Professional Competence Requirements |
Furthermore, this level of responsibility requires the following: Education: First level university degree or equivalent experience Experience: Minimum 2 years of relevant professional experience including minimum 1 year in a relevant field strongly preferred |
Mission Specific Requirements |
Additionally, this particular post has specific requirements: Mandatory:
Desirable:
|
Tasks and Responsibilities |
Initial duration of appointment/assignment for this post is until 31 March 2017, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission. If applicable, deployment is subject to attendance to and successful completion of pre-deployment training and assessment. Potential applicants should be aware that this is a non-family posting. Under the general supervision of the Chief of Staff and in co-ordination with the Senior Information Management Officer, the incumbent will be responsible for documents and records management in the OSCE Special Monitoring Mission to Ukraine (SMM). In particular, the Records Management Officer:
|
The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds. Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered. Please apply to your relevant authorities several days prior to the deadline expiration to ensure timely processing of your application. Delayed nominations will not be considered. |
Records Management Officer - part time 3 days per week
Ref
60007379
Country
United Kingdom
City
London
Department
Banking
Business Unit
Financial Institutions
Closing date for applications
14 March 2016
The EBRD�s Trade Facilitation Programme (TFP) was developed to promote and facilitate international trade to, from and within central and eastern Europe, the Commonwealth of Independent States (CIS) and the southern and eastern Mediterranean (SEMED) region. Under the TFP, guarantees are provided to international commercial banks thereby covering the political and commercial payment risk of transactions undertaken by participating banks (issuing banks) in the EBRD�s countries of operations. At present there are 100+ Issuing banks in 24 countries participating in the Programme, working with over 800 confirming banks and their subsidiaries throughout the world. Issuing banks in the region participate in the Programme with total limits in excess of �1 billion.
Collection and safe-keeping of documents, reports, contacts and data provided by Issuing Banks, Confirming Banks and co-financing partners helps the programme team to analyse, report and monitor financed transactions.
Purpose of Job
This is an Administrative two year fixed term contract position
Background
The Records Management Officer will assist the Trade Facilitation Programme Team in the filing and safe-keeping of documentation of trade finance transactions facilitated under the programme. In addition, he/she will assist the Team in collecting and up-dating contact details, reports and data provided by clients and business partners of the TFP.
The Records Management Officer supports the TFP team in keeping records of up to 2,000 trade transactions p.a., financed by more than 100 TFP Issuing Banks in more than 20 EBRD countries of operation; in addition, he/she collects, up-dates and saves data provided by more than 800 correspondent banks and 2,000 business partners worldwide.
Accountabilities and Responsibilities
� Update of contact databases various formats
� Maintaining trade record database
� Sorting, labelling and recording records for medium to long term storage
� Implement and update the contact detail database for Confirming Banks
Essential Skills, Experience and Qualifications
� Skills in management of documentation and databases
� Good communication skills
� Ability to follow existing procedures and co-ordinate efforts with other team members
� Good interpersonal and proactive skills
� Fluent English, both written and spoken
Competencies and Personal Attributes
� Attention to detail and eye for accuracy
� Ability to cope well under pressure and a capacity for hard work
� Ability to work efficiently and cheerfully as part of a team
� Reliable, flexible and willing to work overtime as and when required
� Excellent interpersonal manner, including tact and diplomacy
� Ability to build effective working relationships with clients and colleagues in a multicultural environment.
This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.
Recruitment for this position will be on a local basis. Travel, relocation and expatriation benefits do not apply.
Diversity is one of the Bank�s core values which are at the heart of everything it does. A diverse workforce with the right knowledge and skills enables connection with our clients, brings pioneering ideas, energy and innovation. The EBRD staff is characterised by its rich diversity of nationalities, cultures and opinions and we aim to sustain and build on this strength. As such, the EBRD seeks to ensure that everyone is treated with respect and given equal opportunities and works in an inclusive environment. The EBRD encourages all qualified candidates who are nationals of the EBRD member countries to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities.
ACP/REC - Information Management Contractual � Temporary Term Contractual (TTC)-1600001963
Description
USA
ACP/REC
Information Management Contractual � Temporary Term Contractual (TTC)
TERMS OF REFERENCE
Background
Established in 1959, the Inter-American Development Bank (�IDB� or �Bank�) is the main source of financing for economic, social and institutional development in Latin America and the Caribbean. It provides loans, grants, guarantees, policy advice and technical assistance to the public and private sectors of its borrowing countries.
The Records Management Section (REC) is looking for an Information Management (IM) professional. The REC Section is responsible for the Records Management program at the Inter-American Development Bank Group (IDBG) which covers the development of IM policies/guidelines, the functional management of IM systems, the delivery of IM support to the business units, and the management of physical Archives. The REC Section is currently involved in the deployment of a new document and records management platform based on Microsoft SharePoint and Office 365. The REC Section is also looking more broadly at the improvement of IM governance, processes and tools across the organization which aims to become more digital.
Consultancy Objectives
� Deployment of the new document and records management platform.
� Review and establishment of the IM framework.
� Provide support in the Implementation of IM policies
Main Activities
� Review and establishment of the IM framework.
� Provide support in the Implementation of IM policies
Main Activities
The successful candidate will work in the following areas:
1. Deployment of the new document and records management platform:
a. Design information architectures for units in the corporate side of the organization.
b. Undertake training, communication and promotional activities to increase buy-in.
2. Review and establishment of the IM framework:
a. Review existing policies, roles and responsibilities, and guidelines based on organization needs and latest market trends in IM.
b. Support the review and approval of new policies and guidelines
c. Contribute to the promotion of the new IM governance framework.
a. Review existing policies, roles and responsibilities, and guidelines based on organization needs and latest market trends in IM.
b. Support the review and approval of new policies and guidelines
c. Contribute to the promotion of the new IM governance framework.
3. Support the implementation of IM policies:
a. Support the implementation of the records retention schedules.
b. Raise awareness and increase compliance with IM polices including public access to information.
4. Other duties
a. Contribute to the day-to-day activities of the section as required.
b. Perform other duties as assigned.
a. Support the implementation of the records retention schedules.
b. Raise awareness and increase compliance with IM polices including public access to information.
4. Other duties
a. Contribute to the day-to-day activities of the section as required.
b. Perform other duties as assigned.
Qualifications
� Academic Degree/ Level & Years of Professional Work Experience: Bachelor�s degree in Information Management, Records Management, Archival, Library Science or related fields and a minimum of two years of work experience or the equivalent combination of education and experience in Information Management.
� Areas of expertise:
? - Knowledge of and experience with the concepts, principles and practice of information, document, records and archives management, including disclosure of information and electronic as well as paper records.
? - Experience in using an electronic document and records management system in a medium to large-sized organization; experience in implementing and supporting an Electronic Document and Records Management System would be very advantageous.
? - Experience with the definition and drafting of IM policies and guidelines.
? - Experience in managing change processes would be an asset.
? - Experience with SharePoint and Office 365 is a plus.
� Skills:
? - Advanced proficiency in the use of Microsoft Office suite (Outlook, Word, Excel, PowerPoint, etc.).
? - Excellent interpersonal and communication skills.
? - Solid organizational skills including attention to detail and multi-tasking skills.
? - Ability to work independently and collaboratively as well as being able to take coordination roles.
� Languages: Fluency in English. Proficiency in Spanish desirable but not a requirement.
� Areas of expertise:
? - Knowledge of and experience with the concepts, principles and practice of information, document, records and archives management, including disclosure of information and electronic as well as paper records.
? - Experience in using an electronic document and records management system in a medium to large-sized organization; experience in implementing and supporting an Electronic Document and Records Management System would be very advantageous.
? - Experience with the definition and drafting of IM policies and guidelines.
? - Experience in managing change processes would be an asset.
? - Experience with SharePoint and Office 365 is a plus.
� Skills:
? - Advanced proficiency in the use of Microsoft Office suite (Outlook, Word, Excel, PowerPoint, etc.).
? - Excellent interpersonal and communication skills.
? - Solid organizational skills including attention to detail and multi-tasking skills.
? - Ability to work independently and collaboratively as well as being able to take coordination roles.
� Languages: Fluency in English. Proficiency in Spanish desirable but not a requirement.
Characteristics of the Consultancy
� Consultancy category and modality: Temporary Term Contractual Monthly (TTC)
� Contract duration: 1 year, renewable up to 18 months
� Place(s) of work: IDB Headquarters at Washington, D.C. United States of America
� Responsible person: Section Chief Records Management
Payment and Conditions: Compensation will be determined in accordance with Bank�s policies and procedures. The Bank, pursuant to applicable policies, may contribute toward travel and moving expenses. In addition, candidates must be citizens of an IDB member country.
Visa and Work Permit: The Bank, pursuant to applicable policies, may submit a visa request to the applicable immigration authorities; however, the granting of the visa is at the discretion of the immigration authorities. Notwithstanding, it is the responsibility of the candidate to obtain the necessary visa or work permits required by the authorities of the country(ies) in which the services will be rendered to the Bank. If a candidate cannot obtain a visa or work permit to render services to the Bank the contractual offer will be rescinded
Consanguinity: Pursuant to applicable Bank policy, candidates with relatives (including the fourth degree of consanguinity and the second degree of affinity, including spouse) working for the Bank as staff members or Complementary Workforce contractuals, will not be eligible to provide services for the Bank.
Diversity: The Bank is committed to diversity and inclusion and to providing equal opportunities to all candidates. We embrace diversity on the basis of gender, age, education, national origin, ethnic origin, race, disability, sexual orientation, religion, and HIV/AIDs status. We encourage women, Afro-descendants and persons of indigenous origins to apply.
Primary Location
: HQ-US-Washington DCClosing Date
: OngoingContact Name - External
: Jobs OnlineContact Email - External
: jobsonline@iadb.orgPhoto Archivist Intern | |
| Location : | New York, UNITED STATES OF AMERICA |
| Application Deadline : | 01-Mar-16 |
| Type of Contract : | Internship |
| Post Level : | Intern |
| Languages Required : | English |
| Duration of Initial Contract : | 3 months |
| Expected Duration of Assignment : | 3 months |
Background | |
| Background The United Nations Development Programme (UNDP) is the UN�s global development network, advocating for change and connecting countries to knowledge, experience and resources to help people build a better life. We are on the ground in 177 countries, working with them on their own solutions to global and national development challenges. At UNDP, external and internal communication�nationally, regionally and globally�is critical to achieving both development results and business objectives. Skillful communication broadens the impacts of new policies, helps governance reforms take root, and attracts and fosters strong partnerships. The Office of Communications at UNDP is at the forefront of advancing online communications and outreach within the organization and is seeking a graduate student with an interest in developing institutional archives with a focus on processing, cataloging, and curating the physical and digital photographic assets of UNDP. | |
Duties and Responsibilities | |
The interested candidate will:
| |
Competencies | |
| |
Required Skills and Experience | |
Education:
| |
| Click here for important information for US Permanent Residents ('Green Card' holders). | |
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. |
| Posting Title: | Information Management Officer (Data Manager) |
| Job Code Title: | INFORMATION MANAGEMENT OFFICER |
| Department/Office: | OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS |
| Duty Station: | NEW YORK |
| Posting Period: | 22 January 2016 - 21 March 2016 |
| Job Opening Number: | 52481 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This post is funded for a finite period of one year and may be subject to extension. Extension of the appointment is subject to extension of the mandate and/or availability of the funds.
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.
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.
Org. Setting and Reporting
This position is located in the Data Services Section of the Information Services Branch (ISB) in the Office for Coordination of Humanitarian Affairs (OCHA). The Information Management Officer, Data Manager, ports to the Statistician for the Humanitarian Data Exchange.
OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort.
OCHA is the part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response effort.
Responsibilities
Within delegated authority, the Information Management Officer, Data Manager, will be responsible for the following duties:
�Provides advisory services on data management practices including: needs and business process analysis; organization and maintenance of UN information assets; and policies and procedures, with an emphasis on technological applications.
�Researches, analyses and evaluates new applications of information technology and makes recommendations for their deployment.
�Participates in data management improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of new systems; provides user support.
�Develops detailed system and other functional specifications and user documentation for new systems.
�Develops training materials and user manuals; trains staff in use of data management systems.
�Acts as the lead data manager for the Humanitarian Data Exchange platform , including managing and distributing standard reference data, (including taxonomies, code lists, and geodata), negotiating with information providers to establish and maintain data feeds (manual or automated); approving the release of sensitive data; monitoring the flow of data through the systems; ensuring data freshness (e.g. reacting when expected data does not arrive); coordinating the response to exceptional conditions, such as errors in incoming datasets; and oversees top-level configuration management of outward-facing system components (defining users, organisations, categories, etc.).
�Conducts outreach to internal and external data entities to develop partnerships and data sharing relationships. Research innovative methods and techniques for analysing and visualizing data in support of reporting.
�Performs and supervises reference functions by advising internal and external users about data holdings and accessibility; maintaining communications with other information management networks and specialists.
�Evaluates adequacy of existing data tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
�Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
�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.
�Provides advisory services on data management practices including: needs and business process analysis; organization and maintenance of UN information assets; and policies and procedures, with an emphasis on technological applications.
�Researches, analyses and evaluates new applications of information technology and makes recommendations for their deployment.
�Participates in data management improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of new systems; provides user support.
�Develops detailed system and other functional specifications and user documentation for new systems.
�Develops training materials and user manuals; trains staff in use of data management systems.
�Acts as the lead data manager for the Humanitarian Data Exchange platform , including managing and distributing standard reference data, (including taxonomies, code lists, and geodata), negotiating with information providers to establish and maintain data feeds (manual or automated); approving the release of sensitive data; monitoring the flow of data through the systems; ensuring data freshness (e.g. reacting when expected data does not arrive); coordinating the response to exceptional conditions, such as errors in incoming datasets; and oversees top-level configuration management of outward-facing system components (defining users, organisations, categories, etc.).
�Conducts outreach to internal and external data entities to develop partnerships and data sharing relationships. Research innovative methods and techniques for analysing and visualizing data in support of reporting.
�Performs and supervises reference functions by advising internal and external users about data holdings and accessibility; maintaining communications with other information management networks and specialists.
�Evaluates adequacy of existing data tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
�Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
�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 data management/information management and demonstrated ability in managing data across organizations. Knowledge of integrating disparate information systems; ability to analyze and articulate the information management requirements of complex situations; demonstrated problem-solving skills and ability to use sound judgment to ensure the effective and timely completion of complex tasks. Ability to diplomatically handle sensitive situations with target audiences and cultivate productive relationships. Knowledge of relevant business activities/issues. . 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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
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.
Education
Advanced university degree (Master�s degree or equivalent degree) in archival, information science, information systems, social science or related field. A first-level university degree in combination with two additional years of 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 is required. Experience in data management, or related area, across large organizations is required. Experience with common data-exchange formats including CSV, XML, and JSON is required. Experience in negotiating and coordinating with multiple stakeholders in a complex data environment is required. Experience in technical communication is required. Experience with either of the following ; the Java and Python programming languages, relational databases or the CKAN open-data portal is desirable. Relevant data management experience in a humanitarian context is desirable.
Languages
English and French are the working languages of the UN Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a 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.
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.
| Posting Title: | Information Management Officer (Temporary Job Opening) |
| Job Code Title: | INFORMATION MANAGEMENT OFFICER |
| Department/Office: | OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS |
| Duty Station: | NEW YORK |
| Posting Period: | 12 February 2016 - 28 February 2016 |
| Job Opening Number: | 54880 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Notes: This is a temporary Job opening, open to internal as well as external candidates. Duration of need: 6 months, with a possibility of extension. Estimated start date: as soon as possible.
All posts are subject to availability of funds.
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.
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
All posts are subject to availability of funds.
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.
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 Office for the Coordination of Humanitarian Affairs (OCHA), Coordination and Response Division (CRD), in New York. The Information Management Officer report to a unit chief.
Responsibilities
Within delegated authority, the Information Management Officer will be responsible for the following duties:
1.Supports field offices in developing quality visual information products for CRD.
2.Provides advisory services on information management practices include: needs and business process analysis; organization and maintenance of field information products; information management policies and procedures, with an emphasis on technological applications. Researches, analyses and evaluates new applications of information technology to manage and visualize information, makes recommendations for their deployment.
3.Participates in information management and visualization improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation; provides user support.
4.Understands, keeps current with and applies data visualization techniques and strategies for data in all media.
5.Evaluates adequacy of existing information management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
6.Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
7.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.
8.Performs other related duties, as required.
1.Supports field offices in developing quality visual information products for CRD.
2.Provides advisory services on information management practices include: needs and business process analysis; organization and maintenance of field information products; information management policies and procedures, with an emphasis on technological applications. Researches, analyses and evaluates new applications of information technology to manage and visualize information, makes recommendations for their deployment.
3.Participates in information management and visualization improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation; provides user support.
4.Understands, keeps current with and applies data visualization techniques and strategies for data in all media.
5.Evaluates adequacy of existing information management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
6.Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
7.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.
8.Performs other related duties, as required.
Competencies
PROFESSIONALISM: Knowledge of information management. Knowledge of electronic data maintenance and visualisation, including appraisal, conservation and migration management; data visualization 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.
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.
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 two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five years of progressively responsible experience in information management or related area. Experience in desktop publishing, data analysis, infographics, publications, corporate branding and campaigns is desirable. Graphic Design experience in an international entity is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another UN official language is an advantage.
Assessment
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.
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.
