Information Management Specialist - Temporary Appointment - New York - P4
Job Number: 498772 |
Vacancy LinkLocation: Information Tech Solutions & ServicesWork Type : Temporary AppointmentBackground:
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does � in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life � in its social, political, economic, civic and cultural dimensions � her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens � addressing inequity � not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
Job organizational context (Please outline the type of office this position is in, in addition to its supervisor) : This post will be in ITSS � ECM section, reporting to �Senior Project Manager, ECM (with dotted line responsibility to the Chief, KMS).
The Project's goal is to take a systemic approach that introduces and institutionalizes Electronic Content Management (including systems, policies, procedures, standards, guidance, and governance), providing improved search functionality, document and records management, archives management, content management, content reuse and repurposing, and collaboration across UNICEF. As additional benefits it seeks to reduce risks, improve usability of tools, provide significant savings, enable new organizational capabilities and comply with several audit recommendations. These goals will be implemented in keeping with the organizational strategy and information management requirements of stakeholders in various business areas.
Purpose for the job
Under the general guidance of the Senior Project Manager � ECM (with a dotted line responsibility to the Chief, ITSS-KMS), the Information Management Specialist is responsible for developing and implementing information management and governance policies, metadata and classification schemas, information architecture structures (focusing especially on user experience as well as other information management requirements), and other duties including revising and implementing information management policies and procedures focused on the management of electronic documents and records. The incumbent will be primary resource to create guidance and provide expert advice on best practices, techniques and promote adoption and mainstreaming of Enterprise Records and Content Management platforms. The incumbent will be responsible for working with others on the ECM team to establish and implement technical standards for both electronic and physical records. The incumbent will also be responsible for supporting and directing the technical architecture of the centralized solutions for Enterprise Records Management solutions including physical records management with rest of UNICEF's ecosystem (ERP and non ERP transactional systems and collaborative platforms) in conjunction with the ECM team. The incumbent will also support the socialization of UNICEF's ECM systems and procedures by communicating and linking them appropriately with business objectives across the organization, and engaging in appropriate organizational dialogue in in-person and online contexts.
Key functions, accountabilities and related duties/tasks (Please outline the key accountabilities for this position and underneath each accountability, the duties that describe how they are delivered. Please limit to four to seven accountabilities)
Summary of key functions/accountabilities:
The incumbent will work closely within the ITSS Division and with Information\Knowledge Management focal points in other divisions and offices to
1. Support development of strategy, policies, procedures and guidance.
Participate in requirements gathering, planning, evaluation and development of strategies for methods to use, share, manage and preserve/dispose of electronic documents. Take into account all relevant aspects of organizational strategy, including technology strategies, programme strategies, operational strategies, relevant input from other parts of the organization concerning risk management and business continuity, etc. Draft or support drafting of policies and procedures for ECM. Author supporting guidance, communications materials and documentation. Share appropriately, and lead or participate in organizational knowledge sharing and adoption strategy to promote their adoption. Assess and implement various software and automation enhancements to improve Document Management and Records Management within the organization's ECM systems. Support the development of Document and Records Management good practices based on lessons learned, in alignment with organizational strategies.
2. Develop, manage and maintain an enterprise information architecture for supporting document and records management in an electronic environment.
Develop and iterate enterprise information architecture, ensuring correspondence with user/business requirements. Support inclusion of the information architecture in the organization's ECM systems, as appropriate, through configuration and through work with developers. Maintain and update as required. Information architecture development should take into account requirements originating in all aspects of the organization's ECM work, as organized and supported within this team.
3. Develop and support the implementation of document and records management policies, procedures and guidance for both electronic and physical records.
Identify and document existing document/records processes, and take into account identified applicable regulatory document retention requirements. Collaborate with a variety of stakeholders to document, propose and implement business process improvements. Understand and take account of business-focused needs for content discovery, to support key organizational business processes. Set up, configure and implement hierarchical storage management within the organization's ECM systems, including both independently and by a developers. Propose required migration/ disposal strategies for any repositories/archives to be brought into this system. Support operationalization of electronic and physical record filing and disposition. Where required, coordinate and automate bulk scanning and capture to turn hard copy documents and physical records into properly stored electronic copies. Develop approaches to facilitate conversion of paper records to electronic records. Participate in the migration of any legacy records management applications to current UNICEF ECM systems. This work will require frequent management of software/system developers and technical experts.
4. Implement enterprise metadata and taxonomy standards for internal users.
Support the implementation of metadata and taxonomy standards, based on industry good practices, usability requirements, and any relevant work done previously/elsewhere within the organization. Take care to ensure correspondence between standards and user/business requirements. Apply these standards appropriately through ECM and related systems, through configuration, inclusion in standard templates, default application or auto-classification as feasible and appropriate. Maintain and update standards as required to accommodate emerging trends and changes in the organization's technology and business landscape.
Impact of Results (Please briefly outline how the efficiency and efficacy of the incumbent impacts its office/division and how this in turn improves UNICEF's capacity in achieving its goals)
The incumbent's efficiency and efficacy is an essential enabler for the use of ECM across the whole of UNICEF. By utilizing good practices, applying technical expertise, innovating and effectively promoting and guiding the update of effective information management, the incumbent's work will help the organization:
� Save costs, by avoiding duplication of content; reducing time required to generate, organize and store documents and records; and re-utilizing existing documented knowledge and enabling its transparent discovery, as appropriate, across the organization.
� Reduce risks, by helping ensure that essential documents and records are available to the organization, are not lost, are retained for the proper period and are then appropriately archived or disposed.
� Strengthen impact, by making it possible for staff to act on the basis of the 'single version of the truth', i.e. up-to-date policies and procedures, and the most recent documented research and knowledge shared internally.
� Provide the indispensable foundation for efforts at wider exchange of tacit knowledge (staff experience); without a strong basis of managed documentation, knowledge exchange efforts cannot succeed.
Competencies and level of proficiency required (please base on UNICEF Competency Profiles)
Core Values
? Commitment
? Diversity and inclusion
? Integrity
Core competencies
? Communication (III)
? Drive For Results (III)
? Working with people (III)
Functional Competencies:
? Applying Technical Expertise (III)
? Leading And Supervising (III)
? Planning And Organizing (III)
VI. Recruitment Qualifications
Education:
� An advanced university degree (Master's) in Archival Studies, Records and Information Management, Library Sciences, or related field(s) is required.
Experience:
� A minimum of eight (8) years of relevant experience in implementing Enterprise Content Management (including EDRM, web/intranet content management, KM and/or DAM) or related systems is required
� Strong experience developing and implementing policies, procedures, documentation and communication materials are required.
� Prior work experience in design, setup, and implementation of knowledge/information management systems is required.
� Prior work experience with taxonomy creation, management and application to information management systems is required.
� Previous hands on experience in electronic and physical records management along with usability/user-centered design is highly desirable.
� Working knowledge of windows OS, IIS web server, SharePoint is desirable.
� Good understanding of MS framework and tools is desirable.
Language Requirements:
Fluency in English (written and verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, French, Russian, Spanish) is considered an asset.
Opening Date 29 Aug 2016 Eastern Standard TimeClosing Date 13 Sep 2016 Eastern Standard Time
| Posting Title: | Information Management Assistant |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | DEPARTMENT OF PEACEKEEPING OPERATIONS |
| Duty Station: | NEW YORK |
| Posting Period: | 05 August 2016 - 03 September 2016 |
| Job Opening Number: | 63469 |
| Staffing Exercise | N/A |
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.
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; or the United Nations Accounting or Statistical Assistant Examination at the United Nations Headquarters may be accepted in lieu of the GGST.
This position is located in the Peacekeeping Records Centre in the Office of the Chief of Staff, Department of peacekeeping operations (DPKO) and Department of field support (DFS). The incumbent reports to the Chief, Peacekeeping Records Centre.
Archives and Records Management:
�Performs detailed cataloguing of DPKO and DFS core business records in the Peacekeeping Records Centre�s electronic recordkeeping system.
�Maintains the Peacekeeping Records Centre�s paper-based and electronic central file system by creating new folders, registering the metadata of records, distributing record links, and applying disposition.
�Participates in records management projects in DPKO and DFS offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
�Assists in accessioning, disposition, description, and database updating activities as they relate to the Peacekeeping Records Centre�s records-related projects.
�Supports disposition operations by liaising with DPKO and DFS records-originating offices on transfer procedures and documentation; in consultation with the Information Management Officer, analyzes retention schedules in support of disposition decisions.
�Conducts end-user training in the Peacekeeping Records Centre�s electronic systems.
�Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Peacekeeping Records Centre�s databases.
�Analyzes retention schedules and precedents in support of disposition decisions.
�Performs internal records retrieval, loan, and reproduction operations.
�Provides standard and Archives and Records Management Section (ARMS)-specific applications support and applications/LAN troubleshooting for DPKO/Office of the Under Secretary General and DFS/office of the Under Secretary General staff.
�Conducts end-user training in paper and electronic recordkeeping systems in DPKO and DFS, in support of programmes initiated by the Information Management Officer.
Documents:
�Provides document delivery services as required.
General:
�Conducts research as requested by DPKO/OUSG and DFS/OUSG officers.
�Undertakes basic administration duties.
�Satisfies requirements for the procurement, payment and inspection of goods and services using the relevant applications.
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.
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.
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; 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 experience in archives, electronic record management or related area is required. Experience in applying filing methods is required. Experience in using electronic document management system and/or records management systems is required. Experience in applying metadata standards and information security principles is desirable. Experience in library, archives and records management at the UN or in similar international organizations is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a 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.
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.
