Jobs Info

Senior Officer, Vital Records

Ref

60000807-1

Country

United Kingdom

City

London

Department

Human Resources and Corporate Services Vice Presidency

Business Unit

Records Management and Archives

Closing date for applications

13 September 2016

Purpose of Job and Background

• Responsible for the management of vital records; ensure integrity, usability and reliability of those records
• Work under direct supervision of Associate, RMA

Accountabilities and Responsibilities

• Contribute to the development and implementation of the EBRD Vital Records Programme to ensure business continuity in the event of a disaster
• Appraise vital records to ensure efficient classification and meet legislative and regulatory requirements, and to support the Bank in cases of litigation
• Scan, index, quality check and release vital records into EDMS to ensure records are available to all users across the Bank at all times in order for them to efficiently perform their business
• File hard copies so they can be efficiently retrieved
• Index files, folders and boxes in the EBRD Records System and organise the transfer to off-site storage to optimise space used at HQ
• Train departmental staff on all aspects of the vital records programme to ensure compliance with procedures
• Conduct user reference services to provide Bank staff with vital records in a timely manner
• Assist with the daily transfer of shipments to and from off-site storage and make arrangements for internal deliveries in the absence of the incumbent for this task

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Essential Skills, Experience and Qualifications

• University degree or experience in Records Management and Archives, preferably in a multi-cultural organisation
• Very good knowledge and experience of electronic records and document management systems
• Computer literate: Windows, Word, Excel, PowerPoint
• Very good communications skills - ability to communicate appropriate and concise information, in written and verbal formats; pleasant and efficient telephone manner; strong customer orientation
• Very good interpersonal skills- able to understand, respect and respond appropriately using tact, patience and diplomacy to other people�s behaviour and concerns in a multicultural environment; ability to handle confidential and sensitive issues with discretion
• Very good understanding of the specific nature of the Bank and its culture, and ability to build effective working relationships across departments within the Bank
• Excellent team player
• High degree of accuracy and attention to detail essential
• Excellent planning, organisational and analytical skills; ability to show initiative
• Ability to work under pressure and meet deadlines
• Ability to work independently, to tackle issues and propose practical solutions
• Willingness to work overtime as and when required
• Fluent English, both written and oral. Knowledge of another European Language: Russian very useful; French and German useful, but not essential

Competencies and Personal Attributes

• Attention to detail and eye for accuracy
• Ability to cope well under pressure and a capacity for hard work
• Ability to work efficiently and cheerfully as part of a team
• Reliable, flexible and willing to work overtime as and when required
• Excellent interpersonal manner, including tact and diplomacy
• Ability to build effective working relationships with clients and colleagues in a multicultural environment.

This job description is not limited to the responsibilities listed and the incumbent may be requested to perform other relevant duties as required by business needs.

Records Management Specialist, P-3, #99343, ITSS - New York HQ

Job Number: 498748 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Fixed Term Staff

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

Purpose of the Position
Under the direction of the Senior Project Manager, the incumbent of this post will:

• Implement and lead the development and rollout of the  Enterprise Content Management (ECM).
• Lead the implementation of the records management stream of the project in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
• Develop, implement, and maintain organization wide classification scheme, controlled vocabulary and retention schedules
• Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes
• Provide any training to staff in accessing and managing records of any form or media.
• Support Senior Project Manager in implementation of the ECM project.
• Perform other duties as required.
  

Key Expected Results

• Operationalizes and implements organizational guidelines, as defined by the ECM project that support teams regarding the identification, preservation, collection, processing, and review of information.  Ongoing program-related activities would include the design, delivery, and provision of advisory and operational support of ECM program services.
• Manages records intake, release, destruction, and access procedures for the NYHQ departments and field offices; ensures compliance with policies, and ensures completion of the process. Responds to questions, and provides instruction and training as needed.
• Manages classification of large information collections in the data centers, case rooms, file cabinets, offsite storage facilities, or wherever recorded information may be found.

• Using a data driven focus develops a process improvement process that leads to a positive and measurable impact on space management where there are housing costs, including electronic storage.
• Identifies a continuous performance and quality improvement effort and monitoring and reporting system. Regularly reports the status of performance and quality improvement efforts and impacts.

• Communicates regularly with Senior Project Manager - ECM to ascertain the status of activities to ensure information is managed accurately and appropriately.
• Provides direction and support for all staff regarding various information governance questions along with liaising with other internal / external users.
• Develops and provides trainings for personnel on a variety of information governance topics.
• Ensures the quality, consistency and appropriateness of communication materials that are developed, produced, and disseminated to staff members. 
• Provides necessary support and insights on developing records and information management social medial and supplier communication strategy.

• As required, under direction of the Senior Project Manager - ECM, collaborates with other agencies, local authorities and implementing partners on administrative matters including information exchange and harmonization.
  

 Qualifications of Successful Candidate

• An advanced university degree (Master's) in Archival Studies, Information Sciences, or a directly related field(s) is required.
• A minimum of five (5) years of relevant experience at the national or international levels in information management, records management, and project management or other relevant areas is required.
• Prior experience with large scale digitalization projects is considered is desired.
• Prior experience in understanding of international development issues is an asset.
• Prior experience working with a multilateral or UN organization is highly desirable.
• Fluency in English (written & verbal) is required. Knowledge of an additional UN Language (Arabic, Chinese, Russian and Spanish) is considered an asset.

Competencies of Successful Candidate

• Communicates effectively to varied audiences, including during formal public speaking.
• Consistently achieves high-level results, managing and delivering projects on-time and on-budget.
• Able to work effectively in a multi-cultural environment.
• Analyzes and integrates potentially conflicting numerical, verbal and other data from a number of sources.
• Demonstrates, applies and shares expert technical knowledge across the organization.
• Ensures that team or department follows relevant company policies and procedures. 

To view our competency framework, please click here. 
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organisation.

Opening Date 25 Aug 2016 Eastern Standard Time
Closing Date 13 Sep 2016 Eastern Standard Time

Digital Assets Management (DAM) Expert, Consultancy, New York

Job Number: 498899 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Consultancy

Job organizational context
The Digital Strategy Section (DSS) within the Division of Communication (DOC) comprises Web, Social Media and Multimedia teams working together to create compelling public-facing content and to provide digital services within the organization. Through multiple platforms and in multiple languages, DSS draws attention to the many facets of UNICEF's work, encouraging public support, participation and action, as well as ensuring greater transparency and accountability. Web stories, blog posts, photo essays, Facebook posts, Twitter campaigns, and videos for distribution via UNICEF.org, UNICEF Connect, YouTube, news media and other outlets and platforms are all a part of our digital storytelling. By measuring and testing our efforts, we also use data to inform content and engagement choices.

The ECM Project led by ITSS seeks to create a digital workplace whereby internal content is accessed, created, and shared in a federated system that provides for easy searching across departments and programmes.

Purpose for the job
DOC/DSS and ITSS/ECM seek to hire a highly Digital Asset Management expert to develop a recommended course of action to support a shared DAM platform that can meet internal and external user requirements.Under the general guidance of the Senior Project Manager �the Business Analyst will work with key stakeholders to understand their needs and assist them in aligning their business processes as the ECM is implemented.


 Primary Responsibilities:

1. Take existing documentation (Intranet user Needs Assessment and Recommendations, Digital multimedia archiving needs documentation, etc.) and merge it into a technical assessment.
2. Interact with global communications and national committee staff to develop and document a deeper understanding of DAM needs and usage to supplement the technical assessment.
3. Review current and proposed technology platforms to ensure recommendation is technically feasible.
4. Provide recommendations.

Requirements:

• Masters' Degree in Library Science, Information Management, Digital Media, or a directly related field.
• At least 5 years of progressively responsible professional work experience in digital media and/or digital communication.
• Experience transforming business requirements to identify how different components will fit together and identifying market trends that regard supporting software.
• Experience in platform interoperability and API feeds.
• Understands the requirements for user-centred design.
• Experience working in the UN or other international development organizations.
• Experience in project management.

Evaluation of Proposals:
The consultant proposal will be assessed by a committee composed of UNICEF staff and will be based on the followings:

• Technical expertise and experience (70%);
• Financial offer (30%).

Opening Date 1 Sep 2016 Eastern Standard Time
Closing Date 16 Sep 2016 Eastern Standard Time

Electronic Records Systems International Consultant - New York - SSA

Job Number: 498773 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Consultancy

Background
For 60 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments
Enterprise Content Management (ECM) is a formalized means of organizing and storing an organization's documents, and other content, that relate to the organization's processes. The term encompasses strategies, methods, and tools used throughout the lifecycle of the content.


Job Duties:
�  Support development of SharePoint online custom solutions that enable SharePoint to connect to other systems and/or data including SharePoint apps and add-ons.
�  Implement records and document management features
�  Develop and customize workflows using SharePoint Designer, Visual Studio or other.
�  Good understanding of  Content Types, Taxonomy, SharePoint Search, Information Management Policies
�  Work with project team to develop prototype and pilot new platform in UNICEF


Required Skills :
�  Minimum 2 years of experience as a SharePoint Developer.
�  Demonstrated experience with document and records management systems in SharePoint
�  Experience with Gimmal Records System desirable
�  Strong expertise with SharePoint Designer and InfoPath to build custom SharePoint workflows and forms.
�  Strong experience with Visual Studio and Team Foundation Server.
�  Experience developing workflows.
�  Experience developing web applications
�  Ability to design SharePoint solutions from rough process flows and requirements
�  Proven development ability in Web technologies, jQuery, HTML5, XML, CSS, IIS, .net, AJAX, Web API, Infopath, Central Admin.
�  Ability to work collaboratively in a diverse, team environment.
�  Exceptional problem solving and multitasking skills, with a logical and pragmatic attitude
�  Excellent communication and organizational


Language:
� Fluency in English is required;
� Knowledge of another UN language is an asset.


Full time position in New York Office possible relocation.

Evaluation of Proposals:
The consultant proposal will be assessed by a committee composed of UNICEF staff and will be based on the followings:

• Technical expertise and experience (70%);
• Financial offer (30%).

Opening Date 30 Aug 2016 Eastern Standard Time
Closing Date 15 Sep 2016 Eastern Standard Time

Organisational Unit:	Information Management Unit, Information Management Services Section, Registry
Duty Station:	The Hague - NL
Contract Duration:	3 to 6 months
Deadline for Applications:	07/09/2016

Required Documents for This Application
Please note that you will need to have the following information ready in order to complete your application:

• A completed �Duties and Responsibilities Form� (refer to step 1 on your eRecruitment Profile page).
• Motivation letter (maximum of 400 words).
• Two reference letters (one academic).
• Scanned copies of university degrees and/or diplomas.
• Scanned copies of official academic transcripts that state your courses, results and completion date.
• One short essay on a subject relevant to the work of the Court (maximum of 750 words, single spaced, type written).

Contract Duration
Interns are required to work full time for a period between three and six months (to be agreed to prior to commencement). Internship placements shall not be extended beyond six months.

Organisational Context
The Library, Legacy and Archives team is part of the Information Management Unit and Information Management Services Section within the Registry.

Duties and Responsibilities
Assist the Legacy and Archives team with preserving the Court�s archives and institutional memory by:

• Appraising, accessioning and describing archival print and digital records.
• Digitizing records as necessary.
• Processing and packaging physical items according to best practice.
• Responding to reference requests from staff or outside researchers.
• Monitoring the environmental conditions in the archive.
• Completing individual projects as agreed.

Required Qualifications
Education:
All Candidates must have a degree or be in the final stages of their studies at a recognised university. Candidates are expected to have a very good record of academic performance.

A qualification in archives/ records management / museum studies or the intention to pursue one in the near future is desirable, but not necessary.

Experience:
Internship placements focus on candidates in the early stages of their professional careers therefore; practical experience is not an essential prerequisite for selection. However, practical experience that is relevant to the work of the Court may be considered an asset.

Knowledge, Skills and Abilities:

• Able to adapt to multicultural and multilingual working environments.
• Possesses strong teamwork skills (listens, consults and communicates proactively).
• Has acquired a good standard of computer skills (including Microsoft Office applications).

Knowledge of Languages:
Proficiency in one of the working languages of the Court, French or English, is required. Working knowledge of the other is desirable. Knowledge of another official language of the Court (Arabic, Chinese, Russian and Spanish) is an asset.

Remuneration
Please note that the ICC is not able to provide participants in the Internship Programme with remuneration, nor is it possible to provide any reimbursement for any expenses incurred during the internship. Accordingly, applicants must have the necessary resources or other financial support for the duration of the internship for which they have been selected.

Information Management Specialist - Temporary Appointment - New York - P4

Job Number: 498772 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Temporary Appointment

Background:
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 Time
Closing 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