| Posting Title: | INFORMATION MANAGEMENT OFFICER |
| Job Code Title: | INFORMATION MANAGEMENT OFFICER |
| Department/Office: | FIELD MISSIONS ADMINISTERED BY DPKO |
| Duty Station: | Juba |
| Posting Period: | 15 January 2016 - 13 February 2016 |
| Job Opening Number: | 53783 |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the United Nations Mission in the Southern Sudan (UNMISS), Juba. The incumbent will report to the Chief General Services
Responsibilities
Within delegated authority, the Information Management Officer will be responsible for the following duties: (These duties are generic and may not be performed by all Information Management Officers.)
GENERAL
� Provides advisory services on recordkeeping practices include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
� Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
� Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
� Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems.
� Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned.
� Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal.
� Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section�s storage facilities meet environmental standards.
� Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
� Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff.
� Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
� Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
� Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
� Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
� Performs other related duties, as required.
GENERAL
� Provides advisory services on recordkeeping practices include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
� Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
� Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
� Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems.
� Develops training materials and user manuals; trains staff in use of the recordkeeping system assigned.
� Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal.
� Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section�s storage facilities meet environmental standards.
� Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
� Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff.
� Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
� Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
� Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
� Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
� Performs other related duties, as required.
Competencies
Core Competencies:
Professionalism:
Knowledge of information management, recordkeeping, and archives management principles and standards.Knowledge of electronic records management, including description, sentencing, appraisal and migration management. Ability to assess and define business needs for the development of technology systems and tools to support business processes and to act as an interface between the substantive and technology components of the process. Excellent problem solving skills. 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 the audience. Demonstrates openness in sharing information and keeping people informed
Planning & Organizing:
Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.
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.
Education
Advanced university degree (Master�s degree or equivalent) in information science, archival science, library science, or related area. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five years of progressively responsible experience in modern recordkeeping, archives management, library science, information management or related field. Experience implementing electronic document and/or records management systems required. Experience with the processing of sensitive and confidential information. Experience in developing and implementing filing schemes and records retention policy. A minimum of one year supervisory experience in the UN system. At least three years of experience in document management is required.
Languages
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in oral and written English is required.
Assessment Method
Kindly note that you may, as part of the evaluation of your application for this position, be requested to undergo written knowledge-based assessment exercises, which may be followed by a competency-based interview depending on the result of the test.
United Nations Considerations
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS.
Job #160133
Information Analyst Other Professional & Technical GE Washington, DC Local Hire English [Essential] 09-Feb-2016
� Bachelor�s Degree in information management, library science, or records
management
� Minimum Years of Relevant Experience: 4 Years in Information Management in a global institution in either private or public sector.
� 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.
� Expert knowledge of practices for and experience with developing, organizing, and preserving records/library collections.
� Strong knowledge of MIGA�s or the World Bank�s information systems and databases, including WBDocs.
� Expert knowledge of practices for developing, organizing and maintaining data storage systems
� 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;
� Fully proficient in Word Perfect, Excel, PowerPoint and other similar programs.
� Ability to manage large quantities of statistical data and format such data in a user friendly manner is critical.
� 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.
Competencies:
Deliver Results for Clients
Contributes to delivery of results for clients on complex issues
? 1.Sets challenging goals that align with the WBG mission and is always looking to improve
? 2.Understands clients� most pressing challenges and contributes to solutions
? 3.Takes personal responsibility for producing high quality work, identifying and informing of risks, and delivering results for clients
Collaborate Within Teams and Across Boundaries
Collaborates within team and across boundaries
? 1.Keeps others fully informed to ensure integration and work consistency and displays a sense of mutuality and respect
? 2.Approaches conflicts as common problems to be solved
? 3.Seeks and listens to input from others to inform own decision making and openly shares information
? 4.Frames thinking/actions with a WBG corporate perspective in mind
Lead and Innovate
Brings new and different insights
? 1.Applies critical thinking to current approaches, identifies areas for improvement, and tries new solutions that drive results
? 2.Considers own behavior in context of WBG�s values and mission and recognizes impact one has on others
? 3.Operates in ambiguity and changing needs and supports others to do the same
Create, Apply and Share Knowledge
Actively contributes to and readily applies WBG�s body of knowledge for internal and/or external client solutions
? 1.Contributes to the department�s and WBG�s body of knowledge by applying lessons learned and expertise
? 2.Actively invests in own knowledge and seeks feedback
? 3.Builds personal and professional networks within and beyond the work group
Make Smart Decisions
Leverages available data and makes timely decisions
? 1.Seeks and analyzes facts, data and lessons of past experience to support sound , logical decisions regarding own and others� work
? 2.Applies cost/benefit analysis to meet work program objectives
? 3.Contributes to decision making by providing relevant risk-analysis
? 4.Shows initiative when necessary, and makes decisions in a timely
| | |
| | |
� Bachelor�s Degree in information management, library science, or records
management
� Minimum Years of Relevant Experience: 4 Years in Information Management in a global institution in either private or public sector.
� 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.
� Expert knowledge of practices for and experience with developing, organizing, and preserving records/library collections.
� Strong knowledge of MIGA�s or the World Bank�s information systems and databases, including WBDocs.
� Expert knowledge of practices for developing, organizing and maintaining data storage systems
� 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;
� Fully proficient in Word Perfect, Excel, PowerPoint and other similar programs.
� Ability to manage large quantities of statistical data and format such data in a user friendly manner is critical.
� 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.
Competencies:
Deliver Results for Clients
Contributes to delivery of results for clients on complex issues
? 1.Sets challenging goals that align with the WBG mission and is always looking to improve
? 2.Understands clients� most pressing challenges and contributes to solutions
? 3.Takes personal responsibility for producing high quality work, identifying and informing of risks, and delivering results for clients
Collaborate Within Teams and Across Boundaries
Collaborates within team and across boundaries
? 1.Keeps others fully informed to ensure integration and work consistency and displays a sense of mutuality and respect
? 2.Approaches conflicts as common problems to be solved
? 3.Seeks and listens to input from others to inform own decision making and openly shares information
? 4.Frames thinking/actions with a WBG corporate perspective in mind
Lead and Innovate
Brings new and different insights
? 1.Applies critical thinking to current approaches, identifies areas for improvement, and tries new solutions that drive results
? 2.Considers own behavior in context of WBG�s values and mission and recognizes impact one has on others
? 3.Operates in ambiguity and changing needs and supports others to do the same
Create, Apply and Share Knowledge
Actively contributes to and readily applies WBG�s body of knowledge for internal and/or external client solutions
? 1.Contributes to the department�s and WBG�s body of knowledge by applying lessons learned and expertise
? 2.Actively invests in own knowledge and seeks feedback
? 3.Builds personal and professional networks within and beyond the work group
Make Smart Decisions
Leverages available data and makes timely decisions
? 1.Seeks and analyzes facts, data and lessons of past experience to support sound , logical decisions regarding own and others� work
? 2.Applies cost/benefit analysis to meet work program objectives
? 3.Contributes to decision making by providing relevant risk-analysis
? 4.Shows initiative when necessary, and makes decisions in a timely
| Posting Title: | INTERN - Institutional Memory Section - UNOG Library |
| Job Code Title: | INTERN - ADMINISTRATION |
| Department/Office: | UNITED NATIONS OFFICE AT GENEVA |
| Duty Station: | GENEVA |
| Posting Period: | 08 January 2016 - 06 February 2016 |
| Job Opening Number: | 53834 |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice No Fee
Applicants are encouraged to apply for internships which relate directly to their studies and/or skills and expertise. Applicants are asked to please indicate preferences which best match his/her suitability and do so carefully in order to enhance the value of the internship for both the intern and the receiving UN department.
A person who is the child or sibling of a staff member shall not be eligible to apply for an internship at the United Nations. An applicant who bears to a staff member any other family relationship may be engaged as an intern, provided that he or she shall not be assigned to the same work unit of the staff member nor placed under the direct or indirect supervision of the staff member. For purposes of this instruction, �child� means (i) the child of a staff member; (ii) the child of the spouse of a staff member (stepchild); and (iii) the spouse of a
child of a staff member or a staff member�s spouse (son- or daughter-in-law). �Sibling� includes the child of both or either parent of a staff member and the child.
Org. Setting and Reporting A person who is the child or sibling of a staff member shall not be eligible to apply for an internship at the United Nations. An applicant who bears to a staff member any other family relationship may be engaged as an intern, provided that he or she shall not be assigned to the same work unit of the staff member nor placed under the direct or indirect supervision of the staff member. For purposes of this instruction, �child� means (i) the child of a staff member; (ii) the child of the spouse of a staff member (stepchild); and (iii) the spouse of a
child of a staff member or a staff member�s spouse (son- or daughter-in-law). �Sibling� includes the child of both or either parent of a staff member and the child.
This profile is for the sole purpose of the UNOG Internship Programme at the United Nations Office at Geneva Library, Institutional Memory Section (IMS). There should be no expectation of employment within the UN after an internship. Interns shall not be eligible to apply for, or be appointed to, positions at the professional level and above carrying international recruitment status in the Secretariat for a period of six months following the end of their internship.
Under the overall guidance of the Chief, Institutional Memory Section, and under the direct guidance of one of the unit chiefs, the Intern will be responsible for completing a project developed in collaboration with IMS staff related to the United Nations and League of Nations Archives or UNOG Records Management and Digitization activities. The estimated starting date is to be confirmed by the Hiring Manager. This internship will be for an initial period of 3 months, with possibility to renew for up to an additional three months
Under the overall guidance of the Chief, Institutional Memory Section, and under the direct guidance of one of the unit chiefs, the Intern will be responsible for completing a project developed in collaboration with IMS staff related to the United Nations and League of Nations Archives or UNOG Records Management and Digitization activities. The estimated starting date is to be confirmed by the Hiring Manager. This internship will be for an initial period of 3 months, with possibility to renew for up to an additional three months
.
Responsibilities The programme is normally full-time, i.e. an intern is expected to work five days per week (8:30 a.m. - 5:30 p.m.) in the IMS unit to which he/she is assigned, carrying out his/her tasks under the supervision of a staff member - the supervisor.
Daily responsibilities will depend on the individual�s background, the defined project, the unit to which he/she is assigned and, the period during which he/she will undertake the internship. Some examples include:
� Perform archival description of portion(s) of the historical collections
� Assist in conducting records management appraisals and in the development of file classification schemes
� Assist in developing web-based resources and content for archives and/or records management use
� Perform digitization and/or indexing of discrete collections or portion of collections
� Assist with the development and implementation of IMS communication and education activities
� Perform physical condition assessments of collections and perform re-housing, preservation, and/or conversation activities for archival materials
� Assist in the planning and preparation of IMS-hosted events
More generally, interns shall:
1. Observe all applicable rules, regulations, instructions, procedures and directives of the Organization notwithstanding their status as described in section 4 of the UN Internship Programme Administrative Instructions ST/AI/2000/9 & ST/AI/2005/11;
2. Provide the receiving departments/offices with a copy of all materials prepared by them during the internship. The UN shall be entitled to all property rights, including but not limited to patents, copyrights and trademarks, with regard to material which bears a direct relation to, or is made in consequence of, the services provided under the internship. At the request of the UN, the interns shall assist in securing such property rights and transferring them to the UN in compliance with the requirements of the applicable law;
3. Respect the impartiality and independence required of the UN and of the receiving department/office and shall not seek or accept instructions regarding the services performed under the internship agreement from any Government or from any authority external to the UN;
4. Unless otherwise authorized by the appropriate official in the receiving department/office, they may not communicate at any time to the media or to any institution, person, Government or any other external source any information which has become known to them by reason of their association with the UN or the receiving department/office, that they know or ought to have known has not been made public. They may not use any such information without the written authorization of the appropriate official, and such information may never be used for personal gain. These obligations also apply after the end of the internship with the UN; and
5. Refrain from any conduct that would adversely reflect on the UN or on the receiving department/office and will not engage in any activity which is incompatible with the aims and objectives of the UN.
Competencies Daily responsibilities will depend on the individual�s background, the defined project, the unit to which he/she is assigned and, the period during which he/she will undertake the internship. Some examples include:
� Perform archival description of portion(s) of the historical collections
� Assist in conducting records management appraisals and in the development of file classification schemes
� Assist in developing web-based resources and content for archives and/or records management use
� Perform digitization and/or indexing of discrete collections or portion of collections
� Assist with the development and implementation of IMS communication and education activities
� Perform physical condition assessments of collections and perform re-housing, preservation, and/or conversation activities for archival materials
� Assist in the planning and preparation of IMS-hosted events
More generally, interns shall:
1. Observe all applicable rules, regulations, instructions, procedures and directives of the Organization notwithstanding their status as described in section 4 of the UN Internship Programme Administrative Instructions ST/AI/2000/9 & ST/AI/2005/11;
2. Provide the receiving departments/offices with a copy of all materials prepared by them during the internship. The UN shall be entitled to all property rights, including but not limited to patents, copyrights and trademarks, with regard to material which bears a direct relation to, or is made in consequence of, the services provided under the internship. At the request of the UN, the interns shall assist in securing such property rights and transferring them to the UN in compliance with the requirements of the applicable law;
3. Respect the impartiality and independence required of the UN and of the receiving department/office and shall not seek or accept instructions regarding the services performed under the internship agreement from any Government or from any authority external to the UN;
4. Unless otherwise authorized by the appropriate official in the receiving department/office, they may not communicate at any time to the media or to any institution, person, Government or any other external source any information which has become known to them by reason of their association with the UN or the receiving department/office, that they know or ought to have known has not been made public. They may not use any such information without the written authorization of the appropriate official, and such information may never be used for personal gain. These obligations also apply after the end of the internship with the UN; and
5. Refrain from any conduct that would adversely reflect on the UN or on the receiving department/office and will not engage in any activity which is incompatible with the aims and objectives of the UN.
The United Nations Core Values are Integrity, Professionalism, and Respect for Diversity.
COMMUNICATION:
-Speaks and writes clearly and effectively.
-Listens to others, correctly interprets messages from others and responds appropriately.
-Asks questions to clarify, and exhibits interest in having two-way communication.
-Tailors language, tone, style and format to match the audience.
-Demonstrates openness in sharing information and keeping people informed.
TEAMWORK:
-Works collaboratively with colleagues to achieve organizational goals.
-Solicits input by genuinely valuing others� ideas and expertise; is willing to learn from others.
-Places team agenda before personal agenda.
-Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.
-Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
-Supports subordinates, provides oversight and takes responsibility for delegated tasks.
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.
Education COMMUNICATION:
-Speaks and writes clearly and effectively.
-Listens to others, correctly interprets messages from others and responds appropriately.
-Asks questions to clarify, and exhibits interest in having two-way communication.
-Tailors language, tone, style and format to match the audience.
-Demonstrates openness in sharing information and keeping people informed.
TEAMWORK:
-Works collaboratively with colleagues to achieve organizational goals.
-Solicits input by genuinely valuing others� ideas and expertise; is willing to learn from others.
-Places team agenda before personal agenda.
-Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.
-Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
-Supports subordinates, provides oversight and takes responsibility for delegated tasks.
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.
To qualify for an internship with the United Nations Internship Programme, applicants must meet one of the following requirements:
� Be enrolled in a graduate school programme (second university degree or equivalent, or higher); or
� Be enrolled in the final academic year of a first university degree programme (minimum Bachelor�s level or equivalent); or
� Have graduated with a university degree and, if selected, much commence the internship within a one year period of graduation from an academic programme. Applicants who are unable to commence the internship within one year of graduation shall not be accepted.
Work Experience � Be enrolled in a graduate school programme (second university degree or equivalent, or higher); or
� Be enrolled in the final academic year of a first university degree programme (minimum Bachelor�s level or equivalent); or
� Have graduated with a university degree and, if selected, much commence the internship within a one year period of graduation from an academic programme. Applicants who are unable to commence the internship within one year of graduation shall not be accepted.
Applicants are not required to have professional work experience for participation in the programme; but applicants should :
� Be computer literate in standard software applications;
� Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter; and
� Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes willingness to understand and be tolerant of differing opinions and views.
Languages � Be computer literate in standard software applications;
� Have a demonstrated keen interest in the work of the United Nations and have a personal commitment to the ideals of the Charter; and
� Have a demonstrated ability to successfully interact with individuals of different cultural backgrounds and beliefs, which includes willingness to understand and be tolerant of differing opinions and views.
English and French are the working languages of the United Nations. Fluency in English or French is required for the Internship Programme. Knowledge of an additional official UN language is an asset. In addition to English and French, Arabic, Chinese, Russian and Spanish are also official languages of the UN.
Assessment Method A complete online application (Cover Note and Personal History profile) is required. Incomplete applications will not be reviewed.
The cover Note must include:
- Title of degree you are currently pursuing;
- Graduation date (when will you be graduating from the programme);
- List the IT skills and programmes that you are proficient in;
- Explain why you are the best candidate for the internship position.
In your Personal History Profile, be sure to include all past work experience, if any; IT skills and three (3) references.
Due to high volume of applications received, ONLY successful candidates will be contacted.
United Nations Considerations The cover Note must include:
- Title of degree you are currently pursuing;
- Graduation date (when will you be graduating from the programme);
- List the IT skills and programmes that you are proficient in;
- Explain why you are the best candidate for the internship position.
In your Personal History Profile, be sure to include all past work experience, if any; IT skills and three (3) references.
Due to high volume of applications received, ONLY successful candidates will be contacted.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
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.
Archives Intern (2 positions)
BackgroundThe International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.
Organizational Context Archives contribute to the organization in three main ways. They foster and facilitate: 1. Organizational Memory: as evidence of past actions, the archives can help to avoid duplication of effort by acting as sources of information on key issues or problems that the Federation faces again and again. 2. Historical Research: the archives are everyday business records that have been preserved, so they can give a researcher a closer look at the way the Federation operated in the past than any other source. 3. Accountability: the archives can be checked to ensure that the activities and responsibilities that have been entrusted to the Federation have been carried out as effectively as possible.
The Federation is looking to hire an archival studies student for 13 weeks to work on an archival arrangement and description project. The project will be suitable for a student going into the second year of archives studies. The student must be able to read French, as some of the records are only in French. The student will have to work fairly independently, and often with limited supervision.
- Appraise (in consultation with supervisor) records in storage to determine which should be transferred to the Archives. - Arrange and describe the records, and enter the descriptions into a database. - Assess the physical condition of the records and identify those requiring conservation treatment. - Re-box and re-file the records.
Completion of first year of archival studies.
Knowledge, skills and languages
Must be able to read French. Ability to speak French is useful but is not essential.
Competencies: Communication; Collaboration and Teamwork; Judgement and Decision Making; Creativity and Innovation; Values: Respect for Diversity; Integrity; Professionalism; Accountability
Applicants may be requested to complete written exercises and/or be interviewed. The basic internship is intended for young people pursuing university level education to gain work experience in the area of their education. The basic intern must meet the following criteria: - Be currently-enrolled in a university or equivalent level, or have graduated recently (normally within 1 year from the date of hiring) in an area that is compatible with the IFRC activities. A minimum requirement is an endorsement letter attesting to the fact that the intern is currently a registered student and will continue to be enrolled for the envisaged period of the internship. Remuneration: - A daily allowance is paid to interns for each day worked at the IFRC at the end of each months (75CHF per day worked). - Costs and arrangements for travel, accommodation, visas, insurance and living expenses are the sole responsibility of interns themselves.
The Federation is an equal opportunity employer.
Objectives
The Corporate Procurement Division (CGSP.2) is entrusted with the strategic, operation and oversight responsibilities for the execution of corporate procurements within the Bank. Under the auspices of the General Services and Procurement Department (CGSP), CGSP.2 is responsible for the formulation, application of the formulation, application and evaluation of procedures and practices covering purchasing and contracting for goods, works and services for the Bank�s internal operations financed under the Bank�s Administration and Capital Expenditure Budgets.This position is to develop and maintain systems and procedures for the filing and management of files and records (both physical and electronic) generated in the Corporate Procurement Division, permit easy and timely retrieval and ensure consistency of master data.
Duties and responsibilities
Under the direct supervision of the Division Manager and the IT Procurement Systems Officer, the incumbent is expected to perform the following duties:- Maintain physical and electronic records of procurement activities in compliance with the policy requirement for audit trails.
- Record and file various memos, evaluation forms and results.
- Assist in the development and the maintenance of knowledge and record systems (e.g. DARMS, share point, etc.) and procedures for the filing and management of procurement documentation in full compliance with the Bank�s Policy on Disclosure of Information. Ensure that the system is user-friendly and enables easy research and accessibility to documents from everywhere for smooth procurement operations.
- Assist with timely access to comprehensive procurement records during audit queries.
- Assist in the development and the maintenance of vendor management database.
- Assist in the development and the maintenance of SRM e-Procurement application to facilitate �paperless� procurement processes.
- Assist with the materials data management (MDM) by providing the quality insurance control for the maintenance of the master data.
- Perform periodic reconciliation of the data recorded in the system.
- Creation of analytical models using applications or spreadsheets.
- Compile and maintain statistical records to meet the reporting requirements of corporate procurement activities.
- Participate in projects of the division related to improving the quality of data or improvement and automation of periodic reports.
- Assist, as appropriate, to carry out various activities of client management.
Selection Criteria
Including desirable skills, knowledge and experience
- A minimum of a Bachelor�s Degree or its equivalent in Documentation, Archiving, IT document management systems or related discipline.
- A minimum of five (5) years of progressively relevant and practical experience with some practical knowledge of the environment in the international organizations.
- Strong customer service and interpersonal skills, good organizational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
- Sound knowledge of archival principles, practices and ethics of archival profession.
- Demonstrate strong technical competencies related to provision of records management programs and services (incl. capturing, organizing, describing, providing access to, storing, protecting, and disposing records) for both physical and electronic archives.
- Solid analytical competencies and excellent use of Bank standard software (Word, Excel, ECM DARMS, SAP).
- Strong knowledge in data entry.
- Excellent sense of initiative, confidentiality, enthusiasm, team spirit.
- Excellent written and verbal communication skills in English and/or French, with a working knowledge of the other language.
Information Management Specialist (Records Management)
Reference: 2015-278-EXT
Closing Date for Applications: Thu, 17 Dec 2015
Functional area: Secretariat
Function:The Information Management Services Division (IMS) of the European Central Bank�s Directorate General Secretariat is seeking an Information Management Specialist (Records Management) for its Information Management Policy & Records Management Team (IMP). In particular, the IMS Division is responsible for:
The Information Management Specialist (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB�s information management policies and guidance as well as the relevant international standards (including the International Standard for Records Management (ISO 15489)).
The successful applicant will be entrusted with the following main tasks:
- developing, maintaining and guiding the implementation of information management policies and procedures and providing records management services, including in the area of data protection;
- managing the ECB�s physical and electronic archives and ensuring the disclosure of archived information when required, as well as the disposal of information, in accordance with the ECB�s information retention policy;
- managing the ECB library and providing staff with print and electronic publications and information services;
- supporting the further development of enterprise content management and coordinating the selection of systems and tools for archives and library and for collaboration, document and records management;
- providing related functional training, maintenance and support for the ECB, the Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk Board and the Single Supervisory Mechanism.
The Information Management Specialist (Records Management) will be responsible for ensuring that the current information held by the ECB is managed effectively, efficiently and consistently across the Bank in accordance with the ECB�s information management policies and guidance as well as the relevant international standards (including the International Standard for Records Management (ISO 15489)).
The successful applicant will be entrusted with the following main tasks:
- providing advice, guidance and support on all matters relating to the management of documents and records by actively liaising with staff and management in assigned business areas;
- drafting and disseminating written guidance on document and records management topics;
- implementing the ECB�s filing and retention plan, including the mapping of folders to the ECB�s filing plan;
- reviewing, advising on and updating folder structures, metadata configurations and business area document and records management procedures;
- conducting monitoring activities, as well as reporting on compliance with the ECB�s information management policies, procedures and guidance;
- identifying information series in the business areas for which they are responsible and providing advice and guidance on their effective management;
- facilitating the controlled move of physical records to the custody of the ECB�s Archives;
- contributing to information management projects and initiatives;
- acting as Data Protection Coordinator and keeping abreast of data protection developments;
- sharing best practices and helping to achieve consistency across the IMP team.
Qualifications and experience:Applicants must have the following knowledge and competencies:
- a bachelor�s degree or equivalent, or higher, university qualification in records, archives or library management (or a very closely related discipline), or at least six years of relevant professional experience combined with professional training in records, archives or library management;
- at least three years recent full-time equivalent professional experience, in the field of archives, records or library management;
- knowledge of records management principles and practices;
- knowledge and experience of electronic document management system(s), ideally Open Text �Content Server�;
- awareness of and interest in the role and functioning of the ECB would be an asset.
- an advanced command of English;
- a good knowledge of at least one other official language of the EU;
- a working knowledge of MS Office, in particular Word, Excel and PowerPoint.
Competencies:The successful candidate will have the following behavioural competencies:
- analytical skills � an ability to analyse the information aspects within business processes;
- communication skills (oral and written) � communicating effectively to people with a variety of backgrounds and at different professional levels thereby ensuring clear and common understanding;
- customer handling skills� providing timely and high quality services to (predominantly internal) customers in order to help promote good information management at the ECB;
- team-working skills �Working co-operatively with others in the Division and the Team to achieve common goals by adopting an open attitude and sharing ideas in order to facilitate good information management at the ECB;
- adaptability - ability to adapt to different situations and responsibilities, new concepts, teams and working methods and ability to modify own patterns of behaviour;
- seeks opportunities for improvement, taking action where appropriate and initiating new and better ways of doing things;
- achieves objectives in line with agreed standards and deadlines, tracks progress and manages workload independently, whilst keeping the line manager fully informed and involving others by raising, or escalating, issues when appropriate;
- handles sensitive information in a discreet manner, thereby respecting confidentiality rules.
Further Information:Fixed-term contract of 12 months, which may be extended subject to organisational needs and individual performance.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.
To further enhance the diversity of its workforce, the ECB particularly encourages applications from male candidates.
The selection committee may place suitable candidates on a reserve list, from which candidates may be appointed to similar positions in the same or another business area. It may also be decided to fill the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed accordingly if this happens.
How to apply:Applications are to be made in English and submitted using our online application form. An "Applicants' Guide" can be downloaded from our recruitment pages.
The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.
Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.
Applications are accepted from nationals of Member States of the European Union.
The requirements laid down in the vacancy notice must be met by the closing date for applications.
This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.
The recruitment process may include a pre-screening exercise, a written exercise, a presentation and interviews.
Further information on the ECB's conditions of employment for fixed-term positions can be found at http://www.ecb.europa.eu/careers/newcomers/fixed-term/html/index.en.html.
Applications are accepted from nationals of Member States of the European Union.
The requirements laid down in the vacancy notice must be met by the closing date for applications.
This vacancy notice may be used to fill the same position again, or similar positions, within 12 months of the selection decision.
This position has been allocated to salary band: E/F
L'unit� biblioth�que et archives publiques du Comit� International de la Croix Rouge � Gen�ve (CICR) recherche un-e stagiaire pour ses archives film�es.
Nous recherchons des personnes ayant un fort int�r�t pour les archives et la documentation et/ou d�sirant poursuivre une carri�re dans ce domaine et poss�dant un titre universitaire ou HES. Un int�r�t pour les questions touchant � l'humanitaire est essentiel.Activit�s li�es :
- Catalogage dans le logiciel documentaire ADLIB (r�dactions en fran�ais et en anglais / indexation, selon les r�gles de catalogages sp�cifiques)
- Recherches en r�ponse � des demandes internes ou externes.
- Soutien des utilisateurs du logiciel dans leurs recherches.
- Participation aux r�unions des archives audiovisuelles et de l'unit� biblioth�que et archives publiques.
T�ches sp�cifiques :
- Effectuer une recherche dans le fonds et r�daction d'une note de synth�se.
Comp�tences requises :
- Int�r�t pour la gestion d'un fonds audiovisuel num�ris�
- Ma�trise de l'anglais et du fran�ais
- Aisance avec les outils bureautiques et l'apprentissage de nouveau logiciel documentaire.
- Esprit d'�quipe, flexibilit�, curiosit�, autonomie, rigueur et pr�cision
- Bon sens de l'organisation et des priorit�s.
- Sens du service
Conditions :
- Stage r�mun�r� � plein temps (100%), le pourcentage est non n�gociable
- Dur�e du stage: 11 mois
- D�but du stage: 18 janvier 2016
- D�lai de postulation: 9 d�cembre 2015
Les candidat-e-s int�ress�-e-s et remplissant les crit�res ci-dessus peuvent envoyer leur dossier (CV et lettre de motivation) � l'adresse e-mail avarchives@icrc.org jusqu'au 09.12.2015.(Sujet: Stage Archives film�es). Contact stage archives film�es : Mme Marina Meier
Merci de noter que le stage d�roulera � Gen�ve et qu'aucune participation au logement n'est donn�e. Seuls les candidats retenus pour des entretiens seront contact�s, avant la fin de l'ann�e. Merci de noter que le CICR n'est pas en mesure de couvrir les frais de voyage ou de logement. Cependant, les entretiens peuvent se faire par t�l�phone ou par Skype.
