Job Title | Head of Unit � Document Management Office | Job ID | 103251 | ||||||||||||
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LU - Luxembourg | |||||||||||||||
Full/Part Time | Full-Time | ||||||||||||||
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| Job Title |  | Documents and Records Management Assistant |
| Organization Name | | OSCE Office for Democratic Institutions and Human Rights |
| Location | | Warsaw |
| Grade | | G5 |
| Closing Date of application | | 30-08-2016 |
| No. of Posts | | 1 |
| Background | | |
| The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. 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. ODIHR�s assistance projects and other activities are implemented in participating States in accordance with ODIHR�s mandate. | ||
| Required competencies | | |
Core values
Core competencies
Managerial competencies (for positions with managerial responsibilities)
| ||
| Tasks and Responsibilities | | |
| Under the general supervision of the Associate Documents and Records Management Officer the incumbent will perform the following duties: � Administers and maintains ODIHR's paper and digital records within the records storage rooms, the local network drive, DocIn and other locations as necessary; � Organizes information (including digital folders and their hierarchies, document attributes, access groups, type of media, location) in consultation with Fund /Programme Managers; helps the Fund/Programme Managers to identify records for inclusion in DocIn; � Uploads and classifies ODIHR records in DocIn; � Works to continually ensure a consistent and logical approach to information management within ODIHR; � Advises staff on using and interpreting internal records management policies and instructions; proposes improvements to records management practices when necessary; � Weeds and processes paper and digital records for the office; � Provides user support and training to staff on records management, data security and disaster recovery; � Contributes to developing new records management initiatives and projects within the department and office; � Assists with registration, upload and distribution of Human Dimension Conferences documents; � Acts as a Correspondence Database administrator; co-ordinates and co-operates with the Chief of DRM Unit on the user requirements with an objective to improve the Correspondence system application; � Performs other tasks requested by Supervisor. | ||
| Necessary Qualifications | | |
| � Completed secondary education; supplemental training in records or information management, information classification and retrieval is strongly desirable; � At least four years of administrative/clerical experience, preferably in the field of archiving/ records or information management within an international organization. Experience in delivering training is desirable; � Excellent knowledge of English, including excellent communication skills to interact with help-line requestors and staff members seeking advice; working knowledge of other official OSCE languages, especially Russian, is an asset; � Knowledge of relevant computer applications (word processing, databases, and spreadsheet applications) is essential; � Strong analytical and critical thinking skills; � Ability to work independently, under pressure and in confidence. Accuracy and attention to detail as applied to all tasks is absolutely essential. Ability to be discreet and retain confidentiality; � Ability to work with people of different cultural backgrounds. | ||
| Remuneration Package | | |
| Monthly remuneration, subject to social security deductions, is approximately PLN 6,900. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees. Appointments are normally made at step 1 of the applicable OSCE salary scale. | ||
| How To Apply | | |
| If you wish to apply for this position, please use 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 the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred. |
Job #161836
IT Analyst, Information Management Information Management and Technology Professional & Technical GE Washington, DC Local Hire English [Essential] 29-Aug-2016
Background/General Description:
Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world�s largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data.
ABOUT THE VPU
Information and Technology Solutions (ITS) enables the WBG to achieve its mission of ending extreme poverty by 2030 and boosting shared prosperity in a sustainable manner by delivering transformative information and technologies to its staff working in over 130 client countries. ITS services range from: establishing the infrastructure to reach and connect staff and development stakeholders; providing the devices and agile technology and information applications to facilitate the science of delivery through decentralized services; creating and maintaining tools to integrate information across the World Bank Group, the clients we serve and the countries where we operate; and delivering the computing power staff need to analyze development challenges and identify solutions. The ITS business model combines dedicated business solutions centers that provide services tailored to specific World Bank Group business needs and shared services that provide infrastructure, applications and platforms for the entire Group. ITS is one of three VPUs that have been brought together as the World Bank Group Integrated Services (WBGIS), to provide enhanced corporate core services and enable the institution to operate as one strategic and coordinated entity.
The Information & Technology Solutions Operations & Corporate department (ITSOC) is led by a BSC Chief Information Officer at the Director level. ITSOC partners with clients and IT network colleagues to provide transformative development solutions through the management of information and provision of IT enabled business solutions, towards a world free of poverty.
The Knowledge & Information unit (ITSKI) is part of the Operations & Corporate department (ITSOC) within the Information Management & Technology (ITS) vice presidency. The ITSKI unit�s primary clients are internal (the Regional Vice-presidencies, the Global Practices) and other corporate and operational units, as well as with external clients, partners, and the public that use the Bank�s Access to Information systems and archival services.
***The World Bank Group is committed to achieving diversity in terms of race, gender, nationality, culture, and educational background. Individuals with disabilities are equally encouraged to apply.
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties & Accountabilities:
The IT Analyst, Information Management will assume the following responsibilities:
Ensuring the successful roll out of changes to the WBGs information management technologies via interacting with clients to ensure successful implementation. Initially starting with collaboration platform and new intranet, by focusing on:
� ePublish (internal publishing tool)
o Track progress of each Vice Presidency in closing their ePublish sites
o Provide guidance on migration of content to new intranet
o Participate in project management meetings
o Guide units on how to change their friendly URLS, Aliases to the new intranet sites away from the old sites
o Prepare presentations and maintain documentation on the project
� Facilitating adoption of platforms by the internal and external communities by:
o Providing direct support and guidance in the most effective use of platform features to individual users, teams, departments and communities using the internal or external social collaboration platform.
o Developing help and training material, as needed, and based on business needs, in collaboration with the ITS training team.
o Capturing and highlighting the good practices in the use of social online collaboration platforms, whether linked to a specific feature of the technology or a use.
o Monitoring the use of hubs, and collaboration platforms, and moderating when needed, in compliance with our access to information policies and the terms of use of the platforms.
o Providing recommendations and highlighting good practices, accelerating adoption of the intranet hubs and collaboration spaces.
� Serving as the liaison between business and ITS:
o Monitoring and reporting issues and bugs, to ensure swift resolution.
o Highlighting opportunities for improvement, shared by the business teams and aligned with the business needs.
o Coordinating with counterparts on the business side on governance aspects such as the creation of new communities, hubs.
o Meeting minutes of client engagements and follow-up.
� Monitoring and reporting regularly on adoption and activity on both intranet hubs and collaboration sites, highlighting top communities and best use cases.
o Preparing monthly reports on activity on both platforms to be shared with management, business counterparts and users at large.
o Highlighting monthly top users, top communities and top pieces of content, to give visibility to best use cases.
Selection criteria:
Master's degree with 2 years relevant experience or Bachelor�s Degree with a minimum of 4 years of relevant experience.
Experience with World Bank policies, procedures, practices and operations preferred.
� Appropriate training in records management, scanning, imaging, and application of computer technology in the records and information management environment. Experience with EMC Documentum required.
� Proven record in successfully managing, nurturing and growing online communities. Hands-on, extensive experience of working on collaboration and social media projects and design and facilitation of online communities of practice. Excellent understanding of cultural change aspects associated with the introduction of social media and social collaboration.
� Experience in working in a user support function and designing and delivering training a distinctive advantage.
� Possesses and maintains knowledge and skills needed to develop, promote, and implement best practices in information & knowledge management. Possesses and maintains understanding of all stages of the content lifecycle.
� Excellent interpersonal skills and ability to relate to business users from across the Bank. Ability to translate technical jargon into business language. Good pedagogical and facilitation skills.
� Good project management skills and proven capacity to deliver results on time and within the allocated budget.
� Outstanding communication skills including proven ability to convey complex ideas through clear communication, concise reports, and effective oral presentations.
� Ability for continuous learning and professional development in the areas of project management, records management and knowledge management.
� Knowledge of relevant software such as Sharepoint, Beezy, WebEx, and/or proven ability to quickly master relevant software packages.
� Fully proficient knowledge of records management practices including retrieval, reference, research and advisory services.
� Fluency in English is essential.
� Excellent communication skills both verbal and written, and ability to present ideas and information both clearly and concisely.
� Excellent organizational, multi-tasking skills with strong sense of initiative and responsibility;
�Ability to manage large quantities of statistical data and format such data in a user friendly manner is critical.
� Strong interpersonal skills and ability to develop and maintain effective relations within and outside the WBG and to promote collaboration within the team to meet objectives.
Required Competencies:
� Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success.
� Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
� Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
� Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner.
� Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work.
Background/General Description:
Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world�s largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data.
ABOUT THE VPU
Information and Technology Solutions (ITS) enables the WBG to achieve its mission of ending extreme poverty by 2030 and boosting shared prosperity in a sustainable manner by delivering transformative information and technologies to its staff working in over 130 client countries. ITS services range from: establishing the infrastructure to reach and connect staff and development stakeholders; providing the devices and agile technology and information applications to facilitate the science of delivery through decentralized services; creating and maintaining tools to integrate information across the World Bank Group, the clients we serve and the countries where we operate; and delivering the computing power staff need to analyze development challenges and identify solutions. The ITS business model combines dedicated business solutions centers that provide services tailored to specific World Bank Group business needs and shared services that provide infrastructure, applications and platforms for the entire Group. ITS is one of three VPUs that have been brought together as the World Bank Group Integrated Services (WBGIS), to provide enhanced corporate core services and enable the institution to operate as one strategic and coordinated entity.
The Information & Technology Solutions Operations & Corporate department (ITSOC) is led by a BSC Chief Information Officer at the Director level. ITSOC partners with clients and IT network colleagues to provide transformative development solutions through the management of information and provision of IT enabled business solutions, towards a world free of poverty.
The Knowledge & Information unit (ITSKI) is part of the Operations & Corporate department (ITSOC) within the Information Management & Technology (ITS) vice presidency. The ITSKI unit�s primary clients are internal (the Regional Vice-presidencies, the Global Practices) and other corporate and operational units, as well as with external clients, partners, and the public that use the Bank�s Access to Information systems and archival services.
***The World Bank Group is committed to achieving diversity in terms of race, gender, nationality, culture, and educational background. Individuals with disabilities are equally encouraged to apply.
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties & Accountabilities:
The IT Analyst, Information Management will assume the following responsibilities:
Ensuring the successful roll out of changes to the WBGs information management technologies via interacting with clients to ensure successful implementation. Initially starting with collaboration platform and new intranet, by focusing on:
� ePublish (internal publishing tool)
o Track progress of each Vice Presidency in closing their ePublish sites
o Provide guidance on migration of content to new intranet
o Participate in project management meetings
o Guide units on how to change their friendly URLS, Aliases to the new intranet sites away from the old sites
o Prepare presentations and maintain documentation on the project
� Facilitating adoption of platforms by the internal and external communities by:
o Providing direct support and guidance in the most effective use of platform features to individual users, teams, departments and communities using the internal or external social collaboration platform.
o Developing help and training material, as needed, and based on business needs, in collaboration with the ITS training team.
o Capturing and highlighting the good practices in the use of social online collaboration platforms, whether linked to a specific feature of the technology or a use.
o Monitoring the use of hubs, and collaboration platforms, and moderating when needed, in compliance with our access to information policies and the terms of use of the platforms.
o Providing recommendations and highlighting good practices, accelerating adoption of the intranet hubs and collaboration spaces.
� Serving as the liaison between business and ITS:
o Monitoring and reporting issues and bugs, to ensure swift resolution.
o Highlighting opportunities for improvement, shared by the business teams and aligned with the business needs.
o Coordinating with counterparts on the business side on governance aspects such as the creation of new communities, hubs.
o Meeting minutes of client engagements and follow-up.
� Monitoring and reporting regularly on adoption and activity on both intranet hubs and collaboration sites, highlighting top communities and best use cases.
o Preparing monthly reports on activity on both platforms to be shared with management, business counterparts and users at large.
o Highlighting monthly top users, top communities and top pieces of content, to give visibility to best use cases.
Selection criteria:
Master's degree with 2 years relevant experience or Bachelor�s Degree with a minimum of 4 years of relevant experience.
Experience with World Bank policies, procedures, practices and operations preferred.
� Appropriate training in records management, scanning, imaging, and application of computer technology in the records and information management environment. Experience with EMC Documentum required.
� Proven record in successfully managing, nurturing and growing online communities. Hands-on, extensive experience of working on collaboration and social media projects and design and facilitation of online communities of practice. Excellent understanding of cultural change aspects associated with the introduction of social media and social collaboration.
� Experience in working in a user support function and designing and delivering training a distinctive advantage.
� Possesses and maintains knowledge and skills needed to develop, promote, and implement best practices in information & knowledge management. Possesses and maintains understanding of all stages of the content lifecycle.
� Excellent interpersonal skills and ability to relate to business users from across the Bank. Ability to translate technical jargon into business language. Good pedagogical and facilitation skills.
� Good project management skills and proven capacity to deliver results on time and within the allocated budget.
� Outstanding communication skills including proven ability to convey complex ideas through clear communication, concise reports, and effective oral presentations.
� Ability for continuous learning and professional development in the areas of project management, records management and knowledge management.
� Knowledge of relevant software such as Sharepoint, Beezy, WebEx, and/or proven ability to quickly master relevant software packages.
� Fully proficient knowledge of records management practices including retrieval, reference, research and advisory services.
� Fluency in English is essential.
� Excellent communication skills both verbal and written, and ability to present ideas and information both clearly and concisely.
� Excellent organizational, multi-tasking skills with strong sense of initiative and responsibility;
�Ability to manage large quantities of statistical data and format such data in a user friendly manner is critical.
� Strong interpersonal skills and ability to develop and maintain effective relations within and outside the WBG and to promote collaboration within the team to meet objectives.
Required Competencies:
� Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success.
� Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
� Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
� Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner.
� Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work.
Job #161837
IT Analyst, Information Management Information Management and Technology Professional & Technical GE Washington, DC Local Hire English [Essential] 29-Aug-2016
ABOUT THE WORLD BANK GROUP
Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world�s largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data.
ABOUT THE VPU
Information and Technology Solutions (ITS) enables the WBG to achieve its mission of ending extreme poverty by 2030 and boosting shared prosperity in a sustainable manner by delivering transformative information and technologies to its staff working in over 130 client countries. ITS services range from: establishing the infrastructure to reach and connect staff and development stakeholders; providing the devices and agile technology and information applications to facilitate the science of delivery through decentralized services; creating and maintaining tools to integrate information across the World Bank Group, the clients we serve and the countries where we operate; and delivering the computing power staff need to analyze development challenges and identify solutions. The ITS business model combines dedicated business solutions centers that provide services tailored to specific World Bank Group business needs and shared services that provide infrastructure, applications and platforms for the entire Group. ITS is one of three VPUs that have been brought together as the World Bank Group Integrated Services (WBGIS), to provide enhanced corporate core services and enable the institution to operate as one strategic and coordinated entity.
The Information & Technology Solutions Operations & Corporate department (ITSOC) is led by a BSC Chief Information Officer at the Director level. ITSOC partners with clients and IT network colleagues to provide transformative development solutions through the management of information and provision of IT enabled business solutions, towards a world free of poverty.
The Knowledge & Information unit (ITSKI) is part of the Operations & Corporate department (ITSOC) within the Information Management & Technology (ITS) vice presidency. The ITSKI unit�s primary clients are internal (the Regional Vice-presidencies, the Global Practices) and other corporate and operational units, as well as with external clients, partners, and the public that use the Bank�s Access to Information systems and archival services
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties & Accountabilities
The IT Analyst, Information Management will assume the following responsibilities:
� Ensure compliance of IFC�s records management system and procedures with World Bank Group records management standards;
� Participates in day-to-day development and maintenance of information resources and services and provides quality control.
� Provide records management training to staff and guidance on records management policies and procedures and assist staff with same.
� Provide monitoring reports on records management compliance; ensure filing is completed in a timely fashion and works with staff to meet compliance guidelines;
� Analyze records management systems and procedures and make recommendation for improvement; contributes to continual updating, cataloging or profiling guidelines and framework.
� Evaluate and test document management application enhancements and new solutions;
� Provide analytic, research and professional support to others;
� Mentors, motivates and provides direction, guidance and training to junior team members in carrying out the defined work program.
� Coordinate client requirements gathering services. Creates and manages administrative and investment/ project folders; maintain an up-to-date list of all folders needed for filing.
� Ensure transfer of records to Archives and remote repositories;
� Ensure timely and high quality delivery of services according to agreed-upon service standards;
� Oversee and help develop efficient filing and retrieval system relying on electronic records;
� Perform ad-hoc assignments upon request of supervisor and/or manager.
Selection Criteria
Master's degree with 2 years relevant experience or Bachelor�s Degree with a minimum of 4 years of relevant experience.
Experience with World Bank policies, procedures, practices and operations preferred.
� Strong analytical and conceptual skills encompassing international business, ability to conduct research independently;
� Appropriate training in records management, scanning, imaging, and application of computer technology in the records and information management environment. Experience with EMC Documentum required.
� Expert knowledge of practices for and experience with developing, organizing, and preserving records/library collections.
� Fully proficient at providing assistance and training to other staff members.
� Fully proficient knowledge of records management practices including retrieval, reference, research and advisory services.
� Fluency in English is essential.
� Excellent communication skills both verbal and written, and ability to present ideas and information both clearly and concisely.
� Excellent organizational, multi-tasking skills with strong sense of initiative and responsibility;
�Ability to manage large quantities of statistical data and format such data in a user friendly manner is critical.
� Ability to prepare training presentations and arranges or conducts training for IFC staff on IFC�s records
and information management and archiving functions as appropriate.
� Ability to work effectively in a team-oriented, multi-cultural environment.
� Strong interpersonal skills and ability to develop and maintain effective relations within and outside the WBG and to promote collaboration within the team to meet objectives.
Required Competencies:
� Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success.
� Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
� Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
� Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner.
� Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work.
ABOUT THE WORLD BANK GROUP
Innovation and partnership bond the five institutions of the World Bank Group (WBG): the International Bank for Reconstruction and Development (IBRD) and the International Development Association (IDA), which together form the World Bank; the International Finance Corporation (IFC); the Multilateral Investment Guarantee Agency (MIGA); and the International Centre for Settlement of Investment Disputes (ICSID). The World Bank Group is one of the world�s largest sources of funding and knowledge for developing countries. It uses financial resources and extensive experience to help our client countries to reduce poverty, increase economic growth, and improve quality of life. To ensure that countries can access the best global expertise and help generate cutting-edge knowledge, the World Bank Group is constantly seeking to improve the way it works. Key priorities include delivering measurable results, promoting openness and transparency in development, and improving access to development information and data.
ABOUT THE VPU
Information and Technology Solutions (ITS) enables the WBG to achieve its mission of ending extreme poverty by 2030 and boosting shared prosperity in a sustainable manner by delivering transformative information and technologies to its staff working in over 130 client countries. ITS services range from: establishing the infrastructure to reach and connect staff and development stakeholders; providing the devices and agile technology and information applications to facilitate the science of delivery through decentralized services; creating and maintaining tools to integrate information across the World Bank Group, the clients we serve and the countries where we operate; and delivering the computing power staff need to analyze development challenges and identify solutions. The ITS business model combines dedicated business solutions centers that provide services tailored to specific World Bank Group business needs and shared services that provide infrastructure, applications and platforms for the entire Group. ITS is one of three VPUs that have been brought together as the World Bank Group Integrated Services (WBGIS), to provide enhanced corporate core services and enable the institution to operate as one strategic and coordinated entity.
The Information & Technology Solutions Operations & Corporate department (ITSOC) is led by a BSC Chief Information Officer at the Director level. ITSOC partners with clients and IT network colleagues to provide transformative development solutions through the management of information and provision of IT enabled business solutions, towards a world free of poverty.
The Knowledge & Information unit (ITSKI) is part of the Operations & Corporate department (ITSOC) within the Information Management & Technology (ITS) vice presidency. The ITSKI unit�s primary clients are internal (the Regional Vice-presidencies, the Global Practices) and other corporate and operational units, as well as with external clients, partners, and the public that use the Bank�s Access to Information systems and archival services
Note: If the selected candidate is a current Bank Group staff member with a Regular or Open-Ended appointment, s/he will retain his/her Regular or Open-Ended appointment. All others will be offered a 2 year term appointment.
Duties & Accountabilities
The IT Analyst, Information Management will assume the following responsibilities:
� Ensure compliance of IFC�s records management system and procedures with World Bank Group records management standards;
� Participates in day-to-day development and maintenance of information resources and services and provides quality control.
� Provide records management training to staff and guidance on records management policies and procedures and assist staff with same.
� Provide monitoring reports on records management compliance; ensure filing is completed in a timely fashion and works with staff to meet compliance guidelines;
� Analyze records management systems and procedures and make recommendation for improvement; contributes to continual updating, cataloging or profiling guidelines and framework.
� Evaluate and test document management application enhancements and new solutions;
� Provide analytic, research and professional support to others;
� Mentors, motivates and provides direction, guidance and training to junior team members in carrying out the defined work program.
� Coordinate client requirements gathering services. Creates and manages administrative and investment/ project folders; maintain an up-to-date list of all folders needed for filing.
� Ensure transfer of records to Archives and remote repositories;
� Ensure timely and high quality delivery of services according to agreed-upon service standards;
� Oversee and help develop efficient filing and retrieval system relying on electronic records;
� Perform ad-hoc assignments upon request of supervisor and/or manager.
Selection Criteria
Master's degree with 2 years relevant experience or Bachelor�s Degree with a minimum of 4 years of relevant experience.
Experience with World Bank policies, procedures, practices and operations preferred.
� Strong analytical and conceptual skills encompassing international business, ability to conduct research independently;
� Appropriate training in records management, scanning, imaging, and application of computer technology in the records and information management environment. Experience with EMC Documentum required.
� Expert knowledge of practices for and experience with developing, organizing, and preserving records/library collections.
� Fully proficient at providing assistance and training to other staff members.
� Fully proficient knowledge of records management practices including retrieval, reference, research and advisory services.
� Fluency in English is essential.
� Excellent communication skills both verbal and written, and ability to present ideas and information both clearly and concisely.
� Excellent organizational, multi-tasking skills with strong sense of initiative and responsibility;
�Ability to manage large quantities of statistical data and format such data in a user friendly manner is critical.
� Ability to prepare training presentations and arranges or conducts training for IFC staff on IFC�s records
and information management and archiving functions as appropriate.
� Ability to work effectively in a team-oriented, multi-cultural environment.
� Strong interpersonal skills and ability to develop and maintain effective relations within and outside the WBG and to promote collaboration within the team to meet objectives.
Required Competencies:
� Client Orientation - Takes personal responsibility and accountability for timely response to client queries, requests or needs, working to remove obstacles that may impede execution or overall success.
� Drive for Results - Takes personal ownership and accountability to meet deadlines and achieve agreed-upon results, and has the personal organization to do so.
� Teamwork (Collaboration) and Inclusion - Collaborates with other team members and contributes productively to the team's work and output, demonstrating respect for different points of view.
� Knowledge, Learning and Communication - Actively seeks knowledge needed to complete assignments and shares knowledge with others, communicating and presenting information in a clear and organized manner.
� Business Judgment and Analytical Decision Making - Analyzes facts and data to support sound, logical decisions regarding own and others' work.
| Posting Title: | Information Management Officer (TJO) |
| Job Code Title: | INFORMATION MANAGEMENT OFFICER |
| Department/Office: | OFFICE FOR THE COORDINATION OF HUMANITARIAN AFFAIRS |
| Duty Station: | BANGUI |
| Posting Period: | 05 August 2016 - 18 August 2016 |
| Job Opening Number: | 64040 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
� This temporary position is intended to fill the functions of short-term duration of six months with the possibility of extension. The selected candidate is expected to start as soon as possible.
� The duration of the appointment is subject to the availability of funds.
� Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
� Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
� 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.
� 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.
� 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 conditions 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.
� For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
� For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
� 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 duration of the appointment is subject to the availability of funds.
� Candidates should have no expectation of any fixed-term appointment possibility after the end of this temporary assignment. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.
� Subsequent to the initial temporary appointment, new and successive temporary appointments may be granted for service in the same office or in a different office any number of times, for any duration, provided that the length of service does not exceed the period of 364 calendar days.
� 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.
� 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.
� 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 conditions 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.
� For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.
� For information on special post allowance, please refer to ST/AI/1999/17. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English
� Applicants are urged to follow carefully all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on "Manuals" hyper-link on the upper right side of Inspira account-holder homepage.
� Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application.
� In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
� Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
This position is located in the Office for the Coordination of Humanitarian Affairs (OCHA) in the Central African Republic, Bangui. The Information Management Officer reports to the Deputy Head of Office. 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.
Within delegated authority, the Information Management Officer may be responsible for the following duties:
� Coordination:
- Establish and maintain an information management network in accordance with IASC guidance to facilitate humanitarian information exchange and the promotion of data and information standards.
- Work with first responders such as the UN disaster assessment and coordination team (UNDAC) and on-site operations and coordination centre (OSOCC) to ensure a smooth transition of information tools and services.
- Engage with counterparts in government to ensure that information activities are coordinated and consistent with national standards and practices.
- Provide training and expertise on the use and development of information management tools and platforms to OCHA staff and humanitarian partners.
- Advocate for the use of data standards and common platforms, and for the open exchange of information.
- Identify in-country activities that could benefit from remote information management capacity.
- Coordinate remote IM support provided by other OCHA offices and non-UN actors.
� Information Management Unit and Integrated Team Management
- Advise the OCHA Head of Office on operational information management, including strategic and immediate priorities.
- Support the development and implementation of a strategic approach to managing information around the humanitarian programme cycle, including supporting common information processes such as preparedness, needs assessment, strategic planning, resource mobilization, implementation and monitoring.
- Provide strategic and day-to-day management of the information management unit (IMU) and related staff, including deployment of surge and other short-term staffing.
- Take overall responsibility for the management of information and the production and dissemination of high-quality information products, tools and services.
- Liaise with external actors, including senior staff in humanitarian and development agencies, government and the military.
- Advise the head of office on strategic use of communications and information.
- Provide leadership and vision to the integrated information team. Enable a collaborative approach between different areas of expertise within the team, foster innovation, stimulate early adoption of tools and technologies, and support team building and capacity development through continuous coaching and training of team members.
- Oversee the drafting, stylistic design, editorial coherence and production of all information and reporting materials intended for external use, such as maps, infographics, reports, press releases, bulletins and situation reports.
- Recruit staff, taking due account of geographical balance; manages, guides, develops, trains and fosters teamwork and communication among staff under his/her supervision.
- Carry out programmatic/administrative tasks necessary for the functioning of the section, including preparation of budgets, assigning and monitoring of performance parameters, reporting on budget/programme performance and evaluation of staff performance.
�Performs other related duties, as required.
� Coordination:
- Establish and maintain an information management network in accordance with IASC guidance to facilitate humanitarian information exchange and the promotion of data and information standards.
- Work with first responders such as the UN disaster assessment and coordination team (UNDAC) and on-site operations and coordination centre (OSOCC) to ensure a smooth transition of information tools and services.
- Engage with counterparts in government to ensure that information activities are coordinated and consistent with national standards and practices.
- Provide training and expertise on the use and development of information management tools and platforms to OCHA staff and humanitarian partners.
- Advocate for the use of data standards and common platforms, and for the open exchange of information.
- Identify in-country activities that could benefit from remote information management capacity.
- Coordinate remote IM support provided by other OCHA offices and non-UN actors.
� Information Management Unit and Integrated Team Management
- Advise the OCHA Head of Office on operational information management, including strategic and immediate priorities.
- Support the development and implementation of a strategic approach to managing information around the humanitarian programme cycle, including supporting common information processes such as preparedness, needs assessment, strategic planning, resource mobilization, implementation and monitoring.
- Provide strategic and day-to-day management of the information management unit (IMU) and related staff, including deployment of surge and other short-term staffing.
- Take overall responsibility for the management of information and the production and dissemination of high-quality information products, tools and services.
- Liaise with external actors, including senior staff in humanitarian and development agencies, government and the military.
- Advise the head of office on strategic use of communications and information.
- Provide leadership and vision to the integrated information team. Enable a collaborative approach between different areas of expertise within the team, foster innovation, stimulate early adoption of tools and technologies, and support team building and capacity development through continuous coaching and training of team members.
- Oversee the drafting, stylistic design, editorial coherence and production of all information and reporting materials intended for external use, such as maps, infographics, reports, press releases, bulletins and situation reports.
- Recruit staff, taking due account of geographical balance; manages, guides, develops, trains and fosters teamwork and communication among staff under his/her supervision.
- Carry out programmatic/administrative tasks necessary for the functioning of the section, including preparation of budgets, assigning and monitoring of performance parameters, reporting on budget/programme performance and evaluation of staff performance.
�Performs other related duties, as required.
� PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
� 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 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 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.
Advanced university degree (Master�s degree or equivalent degree) in information management, information systems, social sciences or related field is required. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
A minimum of seven years of progressively responsible experience in information management, information systems, disaster management, humanitarian affairs, or other related area, is required. Experience in managing information in disaster response or complex emergencies is required. Experience within the UN system or an international organisation is desirable. Experience in the region is desirable.
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in both English and French (both oral and written) is required.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
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.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.
| Posting Title: | Information Management Assistant |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | OFFICE OF HUMAN RESOURCES MANAGEMENT |
| Duty Station: | NEW YORK |
| Posting Period: | 19 July 2016 - 17 August 2016 |
| Job Opening Number: | 62618 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia maybe accepted in lieu of the GGST.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia maybe accepted in lieu of the GGST.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
This position is located in the Personnel Records Unit, Learning, Development and HR Services, Office of Human Resources Management. Information Management Assistant will report to senior Information Management Assistant.
Within delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management
�Creates Official Status Files for newly appointed staff members;
�Provides standard and PRU-specific applications support and Unite Docs troubleshooting for Headquarters Deployment Group (HDG) staff.
�Conducts end-user training relating to requesting official status files through Unite Docs.
�Provides initial technical support and guidance to end-users and identifies areas where improvement or modifications are needed.
�Registers Section�s incoming and outgoing records in electronic record keeping system.
�Maintains Unit�s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
�Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation
from UNHQ to Offices away from Headquarters.
�Carries out quality control functions for incoming and outgoing official status files and document to be filed.
�Assists with training of the temporary staff and covers supervisor�s duties in their absence.
�Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
�Performs clearinghouse functions such as records inventory/archiving projects and carries on various duties such as: performs researches in HR and unit�s databases to determine which files are to be archived, analyses retention schedules, assembles records, creates electronic files list, updates information in unit�s electronic record keeping system and coordinates transfers of records to ARMS.
�Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation;
�Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
�Oversees internal records retrieval, loan, reproduction and staff clearance operations.
�Supports external reference services by drafting routine responses to inquiries, including records reproduction transmittals, for approval of HR Officer.
�Participates in maintaining the Unit�s reference database.
�Participates in discussions and meetings on creation of digital records, reorganization of Unit�s work processes, files management and record keeping.
Documents
Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provides document delivery services as required.
General
Conducts research as requested by more senior staff using Umoja and Unite Docs.
Provides relevant technical support to users of information services.
Provides administrative support for the Unit and undertakes other duties as assigned.
Archives and Records Management
�Creates Official Status Files for newly appointed staff members;
�Provides standard and PRU-specific applications support and Unite Docs troubleshooting for Headquarters Deployment Group (HDG) staff.
�Conducts end-user training relating to requesting official status files through Unite Docs.
�Provides initial technical support and guidance to end-users and identifies areas where improvement or modifications are needed.
�Registers Section�s incoming and outgoing records in electronic record keeping system.
�Maintains Unit�s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
�Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation
from UNHQ to Offices away from Headquarters.
�Carries out quality control functions for incoming and outgoing official status files and document to be filed.
�Assists with training of the temporary staff and covers supervisor�s duties in their absence.
�Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
�Performs clearinghouse functions such as records inventory/archiving projects and carries on various duties such as: performs researches in HR and unit�s databases to determine which files are to be archived, analyses retention schedules, assembles records, creates electronic files list, updates information in unit�s electronic record keeping system and coordinates transfers of records to ARMS.
�Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation;
�Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
�Oversees internal records retrieval, loan, reproduction and staff clearance operations.
�Supports external reference services by drafting routine responses to inquiries, including records reproduction transmittals, for approval of HR Officer.
�Participates in maintaining the Unit�s reference database.
�Participates in discussions and meetings on creation of digital records, reorganization of Unit�s work processes, files management and record keeping.
Documents
Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provides document delivery services as required.
General
Conducts research as requested by more senior staff using Umoja and Unite Docs.
Provides relevant technical support to users of information services.
Provides administrative support for the Unit and undertakes other duties as assigned.
Professionalism:Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients� needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients� needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
High school diploma or equivalent.
A minimum of five years of progressively responsible experience in modern archives management, record keeping, library information management or related area is required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS.
