Posting Title: INFORMATION MANAGEMENT OFFICER
Job Code Title: INFORMATION MANAGEMENT OFFICER
Department/Office: OFFICE OF THE HIGH COMMISSIONER FOR HUMAN RIGHTS
Duty Station: GENEVA
Posting Period: 27 July 2016 - 16 August 2016
Job Opening Number: 64057
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
           
                                    

Special Notice
THIS POSITION IS FOR A PERIOD OF 4 MONTHS. � 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

� Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.
               
Org. Setting and Reporting
The temporary position is located in the Office of the High Commissioner for Human Rights (OHCHR), under the general supervision of the Chief, Emergency Response Section and the direct supervision of the Coordinator, Early Warning and Information Support Unit/Field Operations and Technical Cooperation Division (FOTCD).
               
Responsibilities
The Information Management Officer will develop a strategy for the establishment of professional information management capacity within OHCHR. To achieve this the IMO will look into current information management processes, systems and data flows, and on the manner in which information is used and presented by OHCHR, defining what OHCHR�s information management needs are. The strategy will set out OHCHR�s specific information management needs in relation to OHCHR�s monitoring of country situations at HQ level and by its field presences. It will set out how to meet these needs through the gradual establishment of information management capacity. The strategy will draw upon work conducted in the process of leading the inter-agency task force on the development of the Human Rights Up Front Common UN Information Management System on human rights violations (CIMS), and specifically work related to OHCHR�s internal information management. It will further require a stocktake of different information management tools currently used in OHCHR, including issues related to confidentiality, access rights, information captured, etc. The strategy should include: (1) an OHCHR information exchange protocol; (2) a practical and realistic implementation plan for the establishment of professional information management capacity; and (3) job profiles for the required information management staff. To the extent possible and as time allows, the IMO shall also: (1) provide feedback and advise on the creation of the �Rights View� tool; and (2) advise upon the information management processes required to establish the CIMS, including in coordination with UN information management partners; and (3) provide guidance on improving the manner in which OHCHR presents information. Performs other duties as required.
               
Competencies
PROFESSIONALISM. Knowledge of different data collection methodologies, proven skills to analyse statistical information. Proven ability to formulate IM-related technical requirements, develop IM strategies and operating procedures. Strong knowledge of general information and data management practices, data exchange protocols and applications used in humanitarian / human rights contexts. Candidate must be able to advise on what appropriate information technology is used, ensures information security, and is fundamentally retrievable/storable/archival. Advanced technical skills for data processing and management including knowledge of databases or working with excel files. Ability to work with unstructured data and narrative data is also an important asset in order to provide guidance on improving data capture processes for analytical purposes. Must have strong analytical, problem-solving and negotiating skills; demonstrated ability to develop conceptual frameworks and methodological tools. Must be proactive to seek out existing sources of information and have the ability to map out existing systems for record in the project. 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 AND ORGANISING. 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. 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. TECHNOLOGICAL AWARENESS. Keeps abreast of available technology ; understands applicability and limitations 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 information management, information systems, social science or related field. A first-level university degree with two additional years of qualifying experience may be acceptable in lieu of the advanced university degree.
               
Work Experience
At least 7 years of progressively responsible work experience at both headquarters and country-level in information management, information systems, or other related areas, is required. Experience in the United Nations system is required. Experience in the review of existing information management systems and experience in Human Rights or a related field is desirable. Experience in writing and documenting strategic thinking and understanding of practical training and capacity building solutions is desirable.
               
Languages
Fluency in oral and written English is required; knowledge of another UN language would be an asset.
               
Assessment
Evaluation of qualified applicants may include an eliminatory assessment exercise which may be followed by a competency-based interview.
               
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of the inspira account-holder homepage.

The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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.
Job Number: 496791 | Vacancy Link
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Fixed Term Staff

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments.

Purpose of the Position
The incumbent of this post will be responsible for management, setup and maintenance of emergent Enterprise Records Management platform for both electronic and physical records. This would involve setup, configuration, maintenance, support, custom development, environment and application security management, and customization of SharePoint environment integrating with Third Party software for all UNICEF's electronic and physical records. This includes building records management systems frameworks, definition and setup of metadata and classification schemas, management of document repositories, integration, setup and management of hierarchical storage management systems as defined by the ECM project. The incumbent will also provide expert advice on best practices and techniques for the development and operationalization of enterprise records management solutions.

Key Expected Results
  • Plan, identify, and maintain original and current configuration of requirements documentation, design documentation, hardware/software, and related documentation. Setup configuration with data management, enforcing policies, and processes for products. Draft and document policies and procedures for the administration (governance, security, replication, clustering) and management of the environment including disaster recovery.
  • Responsible for the effective technical management of the organization's records and document management application infrastructure. The duties entail planning, testing, and implementation phases related to the periodic upgrades of the records and archive management environment.
  • Coordinate with corporate-wide SharePoint development teams and business users in product testing, User Acceptance Testing (UAT), and implementation of Solutions. Integrate and interface Enterprise Records Management solutions with other IT systems operational within UNICEF such as ERP application
  • Administration, maintenance, monitoring, and support for the UNICEF Enterprise records management environment Configure lists, document libraries, reports, views, groups, site collections, administered identity authentication and authorization practices. Apply operating system, , SharePoint, and 3rd party add-ons patches and cumulative updates.
  • Work closely with cross functional technical teams to elicit and validate user requirements to develop custom workflows, pages, sites, alerts, permissions, list views, and implement scripts as necessary.
  • Support management and operationalization of electronic and physical record filing systems as well disposition into Enterprise Records management systems.
  • Troubleshooting for SharePoint including Gimmal and other Records management add-on environment - understanding, gathering data, and documenting issues, analyzing, and investigating problems.
  • Provides third level technical support to the records management application administration and content owner team, including importing data to records management application from other systems.

Qualifications of Successful Candidate
  • An advanced university degree (Master's) in Computer Sciences, Software Engineering, Information System Management, Business Administration, or a directly related field(s) is required.*
  • A relevant first-level university degree (Bachelor's), in combination with 7 years of relevant work experience, may be accepted in lieu of the advanced university degree (Master's).
  • A minimum of five (5) years of relevant experience at the national or international levels in advanced SharePoint governance, administration, security, management, monitoring, system development, in support of organizational or other relevant areas is required.
  • Prior experience in managing a database driven records and archive management, content management, or document management system is required.
  • Prior work experience in design, setup, and implementation of knowledge/information management systems is required.
  • Prior work experience in design, setup, and implementation of knowledge/information management systems is required.
  • Prior working knowledge of Development including Power Shell and Team Foundation, .NET, C#, HTML, and XML is desirable.
  • Prior working knowledge of IIS web server and SharePoint configuration and administration is an asset.
  • Working knowledge of Windows OS is desirable.
  • Working knowledge of an enterprise database such as MS SQL Server and Oracle is desirable.
  • Previous hands on experience implementing electronic and physical records management along with user-centered design is highly desirable.
  • Working experience of Gimmal Records Management and/or related technology implementation including setup, configuration and support is plus is considered an asset.
  • Previous hands on experience in a supervisory/managerial capacity is desirable.
  • Fluency in English and French (written & verbal) is required. Knowledge of another official UN Language (Arabic, Chinese, Russian, Spanish) is considered an asset.

Competencies of Successful Candidate
  • Communicates effectively to varied audiences, including during formal public speaking
  • Sets high standards for quality of work and consistently achieves project goals
  • Able to work effectively in a multi-cultural environment
  • Ensures that team or department follows relevant company policies and procedures
  • Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources
  • Demonstrates and shares detailed technical knowledge and expertise
  • Has good leadership and supervisory skills; co-ordinates group activities, ensuring that roles within the team are clear.
  • Sets clearly defined objectives and plans activities for self, own team or department
 To view our competency framework, please click here. 

Remarks
This position has an end date of 31 December 2017.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

Opening Date 8 Jul 2016 Eastern Standard Time
Closing Date 6 Aug 2016 Eastern Standard Time
Job Number: 496670 | Vacancy Link
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy

If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments. UNICEF has over 12,000 staff in more than 145 countries.

BACKGROUND
UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories.  All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015.  The HR record management system has begun to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g.,  SAP (VISION), PageUp Talent Management system and Neocase Case Management system.


Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Management Consultant, under a consultancy, to deliver the following:
  1. Support maintenance of HR's Records Management (Gimmal) implementation � and update as required -- in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation. 
  2. Coordinate migration of documents to Records system control Quality and completnes  of the uploaded documents.  
  3. Maintain the records management system classification scheme.Work closely with ECM Project and communicate with key stakeholders to proactively ensure understanding of the interrelationship of records and business processes. 
  4. Lead the Field Office digitalization and OSF Verification project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management.  
  5. Support GSSC in updating of Designation of Beneficiaries documents and upload to Records Centre.  
  6. Work closely with DHR Performance Management unit to support updates and access to PER's in Records System  
  7. Provide technical and other support to the Human Resource function to digitize the Official Status Files of local staff in country offices while maintaining the highest standard of accuracy, efficiency, and security.  Ensure the completion of the digitization of the remaining ("delta") OSF of International Professional staff and NYHQ General Service staff.  
  8. Provide any training to staff in accessing and managing records.  Provide support to users and IT in troubleshooting issues and proposing solutions.  

Qualifications
  • Candidate undertaking the assignment should have a minimum of six (6) years of experience in Information Management and Project Management or Human Resources related projects for the United Nations system or other international organizations.   
  • A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field.  A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree. 
  • Experience with Records Management system based on SharePoint preferably with Gimmal platform.  And also experience with large scale digitization projects in the international environment.   
  • Hands on experience in conducting training on IT System and Human Resource business processes in the United Nations context.  
  • Experience with SharePoint including design and development of web pages and sites. 
  • Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion. 
  • Knowledge of and experience with the ERP systems 

Requirements
Please provide a cover letter and the United Nations Personal History Form (P11) highlighting previous engagements which meet the qualification criteria described above. Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above.  Applications submitted without a daily/monthly rate will not be considered.

UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.


Opening Date 1 Jul 2016 Eastern Standard Time
Closing Date 13 Jul 2016 Eastern Standard Time
Vacancy Notice Number: VNODIP00598

Field of Expertise: DOCUMENTS CONTROL AND RECORDS MANAGEMENT


Vacancy Type: International Contracted




Post Title: ASSOCIATE DOCUMENTS AND RECORDS MANAGEMENT OFFICER


Grade: P2

OSCE Mission/Institution: Office for Democratic Institutions and Human Rights

Duty Station: Warsaw,

No. of Positions: 1




Date of Entry on Duty:


Vacancy Notice Issue Date: 22-Jun-2016

Deadline for Application: 12-Jul-2016





Background:


The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. The ODIHR�s assistance projects and other activities are implemented in participating States in accordance with the ODIHR�s mandate.


Tasks and Responsibilities:


Under the general supervision of the Second Deputy Director/CFA, the incumbent performs the following functions:

- Acting as the primary focal point in the ODIHR for records and document management;

- Assessing records management needs within the office;

- Developing policies and instructions to staff to ensure effective records management practices;

- Proposing and implementing office-wide standards and policies for the establishment, maintenance and storage of records, including organization of electronic files, email records, databases and media files as well as appropriate retention periods for records; recommending records for documented destruction and facilitating/overseeing the implementation of these processes;

- Ensuring safe storage and upkeep of ODIHR documents, including highly sensitive and confidential ones;

- Liaising with individual departments to provide guidance on maintaining resource libraries;

- Co-ordinating implementation of policies and tools developed by the Central Records and Documents Management Unit in the Secretariat, Vienna. Co-ordinating transfer of relevant historical documents to the Prague Office Archive;

- Providing guidance on records management procedures and correspondence workflow to all ODIHR staff. Training the ODIHR staff on various aspects of information and records management;

- Assisting all office staff with information searches and records retrieval using in-house materials and e-tools such as DocIn and the Correspondence Database;

- Co-ordinating and supporting document distribution at the ODIHR conferences and their post-event processing in cooperation with ODIHR Human Dimension Meetings Unit, Public Affairs Unit and ICT teams as well as OSCE Secretariat;

- Supervising two assistants at the ODIHR office and 2-3 temporary assistants during events. Providing guidance, training, advice, control and evaluation of the duties performed;

- Preparing and maintaining the team work-plan of activities and tasks, evaluating its implementation and reports to the supervisor, preparing relevant reports, when required;

- Preparing the annual budget plan for team;

- Performing other tasks requested by supervisor.


Necessary Qualifications:

- First level university degree in librarianship, archives and records management and/or information management; supplementary education in political science, international relations, history or other related field is desirable;

- A minimum of four years of increasingly responsible professional experience in the field of archiving/records or information management within an international organization;

- Management experience is a distinct advantage;

- Experience in delivering presentations/training;

- Excellent written and oral communication skills in English; knowledge of other working OSCE languages, especially Russian, is an asset;

- Ability to work with people of different nationalities, religions and cultural backgrounds;

- Excellent organizational skills, attention to detail and ability to be discreet and retain confidentiality;

- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.


Remuneration Package:


Monthly remuneration, subject to social security deductions as well as monthly changes of the post adjustment multiplier

and exchange rate, is approximately EUR 4,000 (single rate) and approximately EUR 4,300 (dependency rate). OSCE

salaries are exempt from taxation in Poland.

Social security will include participation in the Cigna medical insurance scheme and OSCE Provident Fund maintained

by the OSCE. The Organization contributes an amount equivalent to 15% of the employee's salary to this Fund and the

employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations

Common System.

Appointments are normally made at step 1 of the applicable OSCE salary scale.


If you wish to apply for this position, please use the OSCE's online application link found under

http://www.osce.org/employment.

The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at

a lower grade or to offer an appointment with a modified job description or for a different duration.

Only shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States,

please see http://www.osce.org/states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male

candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period

of service in this post is 7 years. Please be aware that the OSCE does not request payment at any stage of the

application and review process.