| Job Title |  | Documents and Records Management Assistant |
| Organization Name | | OSCE Office for Democratic Institutions and Human Rights |
| Location | | Warsaw |
| Grade | | G5 |
| Closing Date of application | | 30-08-2016 |
| No. of Posts | | 1 |
| Background | | |
| The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR�s assistance projects and other activities are implemented in participating States in accordance with ODIHR�s mandate. | ||
| Required competencies | | |
Core values
Core competencies
Managerial competencies (for positions with managerial responsibilities)
| ||
| Tasks and Responsibilities | | |
| Under the general supervision of the Associate Documents and Records Management Officer the incumbent will perform the following duties: � Administers and maintains ODIHR's paper and digital records within the records storage rooms, the local network drive, DocIn and other locations as necessary; � Organizes information (including digital folders and their hierarchies, document attributes, access groups, type of media, location) in consultation with Fund /Programme Managers; helps the Fund/Programme Managers to identify records for inclusion in DocIn; � Uploads and classifies ODIHR records in DocIn; � Works to continually ensure a consistent and logical approach to information management within ODIHR; � Advises staff on using and interpreting internal records management policies and instructions; proposes improvements to records management practices when necessary; � Weeds and processes paper and digital records for the office; � Provides user support and training to staff on records management, data security and disaster recovery; � Contributes to developing new records management initiatives and projects within the department and office; � Assists with registration, upload and distribution of Human Dimension Conferences documents; � Acts as a Correspondence Database administrator; co-ordinates and co-operates with the Chief of DRM Unit on the user requirements with an objective to improve the Correspondence system application; � Performs other tasks requested by Supervisor. | ||
| Necessary Qualifications | | |
| � Completed secondary education; supplemental training in records or information management, information classification and retrieval is strongly desirable; � At least four years of administrative/clerical experience, preferably in the field of archiving/ records or information management within an international organization. Experience in delivering training is desirable; � Excellent knowledge of English, including excellent communication skills to interact with help-line requestors and staff members seeking advice; working knowledge of other official OSCE languages, especially Russian, is an asset; � Knowledge of relevant computer applications (word processing, databases, and spreadsheet applications) is essential; � Strong analytical and critical thinking skills; � Ability to work independently, under pressure and in confidence. Accuracy and attention to detail as applied to all tasks is absolutely essential. Ability to be discreet and retain confidentiality; � Ability to work with people of different cultural backgrounds. | ||
| Remuneration Package | | |
| Monthly remuneration, subject to social security deductions, is approximately PLN 6,900. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees. Appointments are normally made at step 1 of the applicable OSCE salary scale. | ||
| How To Apply | | |
| If you wish to apply for this position, please use OSCE�s online application link found under http://www.osce.org/employment. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. Only the OSCE on-line applications will be accepted and short-listed applicants contacted. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the Organization. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred. |
| Posting Title: | Information Management Assistant |
| Job Code Title: | INFORMATION MANAGEMENT ASSISTANT |
| Department/Office: | OFFICE OF HUMAN RESOURCES MANAGEMENT |
| Duty Station: | NEW YORK |
| Posting Period: | 19 July 2016 - 17 August 2016 |
| Job Opening Number: | 62618 |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia maybe accepted in lieu of the GGST.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia maybe accepted in lieu of the GGST.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of inspira account-holder homepage.
Applications are pre-screened by the system according to the published requirements of the job opening on the basis of the information provided in the application. In relation to the requirements of the job opening, applicants must provide complete and accurate information pertaining to their qualifications, including their education, work experience, and language skills. Each applicant must bear in mind that submission of incomplete or inaccurate applications may render that applicant ineligible for consideration for the job opening. Initial screening and evaluation of applications will be conducted on the basis of the information submitted. Applications cannot be amended following submission. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
This position is located in the Personnel Records Unit, Learning, Development and HR Services, Office of Human Resources Management. Information Management Assistant will report to senior Information Management Assistant.
Within delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management
�Creates Official Status Files for newly appointed staff members;
�Provides standard and PRU-specific applications support and Unite Docs troubleshooting for Headquarters Deployment Group (HDG) staff.
�Conducts end-user training relating to requesting official status files through Unite Docs.
�Provides initial technical support and guidance to end-users and identifies areas where improvement or modifications are needed.
�Registers Section�s incoming and outgoing records in electronic record keeping system.
�Maintains Unit�s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
�Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation
from UNHQ to Offices away from Headquarters.
�Carries out quality control functions for incoming and outgoing official status files and document to be filed.
�Assists with training of the temporary staff and covers supervisor�s duties in their absence.
�Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
�Performs clearinghouse functions such as records inventory/archiving projects and carries on various duties such as: performs researches in HR and unit�s databases to determine which files are to be archived, analyses retention schedules, assembles records, creates electronic files list, updates information in unit�s electronic record keeping system and coordinates transfers of records to ARMS.
�Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation;
�Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
�Oversees internal records retrieval, loan, reproduction and staff clearance operations.
�Supports external reference services by drafting routine responses to inquiries, including records reproduction transmittals, for approval of HR Officer.
�Participates in maintaining the Unit�s reference database.
�Participates in discussions and meetings on creation of digital records, reorganization of Unit�s work processes, files management and record keeping.
Documents
Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provides document delivery services as required.
General
Conducts research as requested by more senior staff using Umoja and Unite Docs.
Provides relevant technical support to users of information services.
Provides administrative support for the Unit and undertakes other duties as assigned.
Archives and Records Management
�Creates Official Status Files for newly appointed staff members;
�Provides standard and PRU-specific applications support and Unite Docs troubleshooting for Headquarters Deployment Group (HDG) staff.
�Conducts end-user training relating to requesting official status files through Unite Docs.
�Provides initial technical support and guidance to end-users and identifies areas where improvement or modifications are needed.
�Registers Section�s incoming and outgoing records in electronic record keeping system.
�Maintains Unit�s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
�Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation
from UNHQ to Offices away from Headquarters.
�Carries out quality control functions for incoming and outgoing official status files and document to be filed.
�Assists with training of the temporary staff and covers supervisor�s duties in their absence.
�Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
�Performs clearinghouse functions such as records inventory/archiving projects and carries on various duties such as: performs researches in HR and unit�s databases to determine which files are to be archived, analyses retention schedules, assembles records, creates electronic files list, updates information in unit�s electronic record keeping system and coordinates transfers of records to ARMS.
�Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation;
�Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
�Oversees internal records retrieval, loan, reproduction and staff clearance operations.
�Supports external reference services by drafting routine responses to inquiries, including records reproduction transmittals, for approval of HR Officer.
�Participates in maintaining the Unit�s reference database.
�Participates in discussions and meetings on creation of digital records, reorganization of Unit�s work processes, files management and record keeping.
Documents
Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
Provides document delivery services as required.
General
Conducts research as requested by more senior staff using Umoja and Unite Docs.
Provides relevant technical support to users of information services.
Provides administrative support for the Unit and undertakes other duties as assigned.
Professionalism:Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients� needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients� needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
High school diploma or equivalent.
A minimum of five years of progressively responsible experience in modern archives management, record keeping, library information management or related area is required.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� hyper-link on the upper right side of the inspira account-holder homepage.
The screening and evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: no amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to a reference-checking process to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at midnight (New York time) on the deadline date.
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS.
| POSITION INFORMATION Post Title: | Records Coordinator | Vacancy Notice: | 2016/08/G 105603 |
| Level: | G-5 | Posting Period: | 2 � 15 March 2016 |
| Duty Station: | Montr�al | Date for entry on duty: | After 15 March 2016 |
THE ORGANIZATIONAL SETTING
Languages and Publications (LP) provides interpretation, translation and editorial services in the six ICAO working languages (Arabic, Chinese, English, French, and Spanish) Based on the principle of simultaneous distribution, it ensures the issuance of documentation to Council, its deliberative bodies, the Air Navigation Commission, and other ICAO meetings held within and away from Headquarters.
The Documentation Planning and Management Section (DPM) comprises: Documents Management and Outsourcing Unit (DMO), and the Records Management Systems Unit (RMS). RMS is responsible for the provision of electronic records management services and archives for Bureaus at Headquarters and to Regional Offices, as well as the for the distribution of State letters and electronic bulletins to States and international organizations.
The incumbent of the position reports directly to the Supervisor, Records Management Systems Unit (S/RMS), with whom s/he consults on complex cases.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Coordinates the recording of official correspondence, achieving results such as:
? Classify and file official email and e-fax correspondence according to the ICAO File Guide into the Records Management System (RMS).
? Capture official paper correspondence through scanning and optical character recognition, classify and index correspondence according to the ICAO File Guide and submit the resulting record for validation.
? Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS.
? Identify official paper correspondence as vital records, classify and submit them to Central Registry File Guide (REGIS) for Legal Affairs and External Relations Bureau (LEB) and Office of the Secretary General (OSG).
? Request and file translated versions of non-English correspondence into the RMS.
? Open new volumes of paper files containing vital records.
Function 2 (incl. Expected results)
Monitors issues with records classification and processing, achieving results such as:
? Identify errors on record classification and minutes.
? Register and process corrective actions to ensure consistency and accuracy of records.
? Advise users and RMS Focal Points on procedural updates for classification and minutes improvement.
? Assist the RMS Supervisor on training/coaching of RMS staff.
Function 3 (incl. Expected results)
Assists archives operations, achieving results such as:
? Assist with the periodic review of registry records according to the retention schedule.
? Process transfers of official inactive paper files.
? Close paper registry files and ensure their integrity.
? Update REGIS in accordance with transfer of paper files.
? Manage storage space of archival registry files.
Function 4 (incl. Expected results)
Assists RMS Focal Points and users of records and archives, achieving results such as:
? Advise HQ RMS Focal Points and users on the procedures for records management.
? Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public.
? Answer queries and provide assistance for requests related to records in RMS, REGIS and Archives.
? Make arrangement for loan services of archival documents including paper registry files, working papers, ICAO documents, etc.
Function 5 (incl. Expected results)
Reviews RMS operational lists, achieving results such as:
? Update and maintain accurate and complete operational lists.
? Follow up with ICAO State Letter Coordinator and users to ensure accurate filing information updated.
? Monitor change requests for RMS operational lists.
Function 6
Performs other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
Education
Essential
Secondary education.
Desirable
A diploma of college studies (DEC), or equivalent, in a related field or recognized qualifications in records management and information management.
Professional experience
Essential
? A minimum of five years� experience.
? Experience with digital capture of documents and record classification.
? Experience in following and applying organization policies, guidelines and procedures.
Desirable
? Experience within the United Nations system or in an international organization, in Records Management and Archives.
Languages
Essential
Fluent reading, writing and speaking abilities in English.
Desirable
Knowledge of any language of the Organization (Arabic, Chinese, French, Russian, Spanish).
COMPETENCIES
Professionalism: Sound knowledge of ICAO structure, documentation and records management highly desirable. Familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word. 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.
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.
Planning and Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
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.
CONDITIONS OF EMPLOYMENT
It should be noted that this post is to be filled on a fixed-term basis for an initial period of three years (first year is probationary for an external candidate).
ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station.
ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations).
ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC).
| The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered. Remuneration: | Level | Net Base Salary per annum | |
| G-5 | CAD 36,973 | ||
Senior Archives Assistant
Project Title:
Inventory and assessment of UNHCR Archives of the Balkans Crisis, 1991-
1995
Organisation:
UNHCR
Job Title
: Senior Archives Assistant
Duty Station
: Geneva
Duration
: 21 September 2015 to 18 December 2015
Contract Type:
Temporary Contractor
Closing date: 24 August 2015
Background Information:
UNHCR has 1 km of paper files in the archives which were received from the Field Offices in Croatia,
Serbia and Bosnia and the HQ Special Operation for the Former Yugoslavia desk following the
Balkans wars of 1991 to 1995. The collection is globally and historically unique in its scope and
content � UNHCR was the lead agency of the United Nations throughout the crisis, coordinating much
of the humanitarian response that was so badly needed during this time. Until now, this archives
collection has been viewed by few eyes. In September 2015 UNHCR Archives will start a project
aiming to declassify this information for public view, whilst securing the integrity of the records for longterm
preservation.
Records and Archives Section is seeking to engage two contractors at G5 level with training and
experience in archival description projects to participate in inventory of the files and the assessment of
the collection�s condition.
Organizational context:
Established in 1996, UNHCR Archives includes material that predates the creation of the organization
in 1951, documenting more than half a century of field operations around the world, as well as material
from our headquarters.
The Senior Archives Assistant will be working in a team under the supervision of the reference
archivist.
Duties and Responsibilities:
Accountability
(key results that will be achieved)
UNHCR collection of files of the Balkans wars (1991-1995) is inventoried and assessed according to
archival standards.
Responsibility
Under the supervision of the Reference Archivist the contractor will participate in the inventory and
assessment of the physical condition of the collection of files related to the Balkans Crisis in UNHCR
Archives.
Essential Minimum Qualifications and Professional Experience Required:
The project requires contractors who have specific expert skills and fulfil specific criteria, namely:
?
The incumbent has finalized or be enrolled in an Archives and Records Management training
program, or equivalent.
?
The incumbent has participated in archival description projects
Language
?
Fluency in English (required).
Essential Competencies:
?
Available on the dates specified in the offer
?
Understands and have practical experience in archival description project
Required and Desirable Competencies:
General
?
Works well in a team and has a strong work ethic: strives to deliver high-quality, error-free
deliverables and communicates well in a multicultural environment.
?
Attention to detail
?
Analytical thinking
Location:
The contractor will work in the UNHCR Records and Archives Section in UNHCR HQ in Geneva,
under the direct supervision of the Reference Archivist.
To Apply:
Int
erested applicants should submit their letter of motivation and Personal History Form (P11), to
Archives@unhcr.org
.
P11 forms are available on
www.unhcr.org/recruit/p11new.doc
The deadline for applications is 24 August 2015
UNHCR Records & Archives Section is seeking to engage a Temporary Assistance at G-5 level, Senior Archives Assistant.
The duration of the TA is from 15 September until 31 December 2015.
Please find attached the Terms of Reference for this TA.
Interested candidates are requested to send a letter of interest and the completed P11 Form to Archives@unhcr.org until 24 August 2015.
Terms of Reference TA Senior Archives Assistant G5
Records and Archives Section, Division of External Affairs UNHCR has 1 km of paper files in the archives which were received from the Field Offices in Croatia, Serbia and Bosnia and the HQ Special Operation for the Former Yugoslavia desk following the Balkans wars of 1991 to 1995.
The collection is globally and historically unique in its scope and content � UNHCR was the lead agency of the United Nations throughout the crisis, coordinating much of the humanitarian response that was so badly needed during this time. Some of the records are displaying physical degradation, and require conservation treatment so that they remain legible in future.
Until now, this archives collection has been viewed by few eyes. In September 2015 UNHCR Archives will start a project aiming to declassify this information for public view, whilst securing the integrity of the records for long-term preservation.
Records and Archives Section is seeking to engage a TA G5 level to participate in the first phase. The TA will start on the 15 September until the 31 December 2015. The location is UNHCR Headquarters in Geneva, Switzerland.
The position will be under the supervision of the position 10008144 Archivist (Reference)
Duties
- Under the supervision of the Reference Archivist the incumbent will participated in the inventory and assessment of the physical condition of the collection of files related to the Balkans Crisis in UNHCR Archives.
Skills, Experience and Qualifications
- The incumbent should have secondary education and have finalized or be enrolled in an Archives and Records Management, or equivalent, training program
- The incumbent should have participated in archival description projects
- Fluency in English is required.
Records Management Assistant, G-5
https://unfccc.int/secretariat/employment/conditions-of-employment.html
Administrative Services (AS) Programme
Knowledge Management Unit
Deadline
for application 31 July 2015
Announcement
number VA 15/024/AS
Expected date
for entry on duty As soon as possible
Duration of
appointment One and half year
with possibility of
extension
Duty
Station Bonn, Germany
Publication date: 02 July 2015, Post number: FCA-2946-G5-001
The United Nations Framework Convention on Climate Change (UNFCCC) is the focus of the
political process to address Climate Change. The Convention secretariat supports the Convention
and its Kyoto Protocol by a range of activities, including substantive and organizational support to
meetings of the Parties.
The mandate of the Administrative Services Programme is the overall facilitation, support and
guidance to programmes and the secretariat at large in the utilization and management of the human,
financial and other resources for the continued implementation of the core work and the mandated
activities of the secretariat to ensure efficiency, compliance and appropriate accountability, and the
facilitation of crosscutting common services and functions. Responsibilities include the development,
implementation and compliance monitoring of administrative policies and procedures for the UNFCCC
secretariat in the areas of finance, budget, human resources, procurement, travel and general
services.
Where will you be working
The Records Management Assistant post is located in the Records Management sub programme
which is accountable for providing records management services throughout the secretariat.
What will you be doing
Under the general guidance of the Chief, Knowledge Management and the direct supervision of the
Records Management Officer, you will be responsible for the following functions:
? Provision of records management support and advice
? Managing the inactive record center
? User support and training
? Maintenance of existing record management databases
You will have the following responsibilities:
1. You will provide record management support and advice to records-creating offices by:
? advising on records management procedures in organizing and managing UNFCCC
information assets, records preservation and disposition;
? handling records transfer processes;
? liaising with records-creating offices on the disposal of records;
Page 2
? applying retention schedules so that registration and physical aspects of records
transfers meet established standards.
2. You will maintain existing record management databases by:
? providing reference services, including conducting complex searching;
? supporting the review and analysis of business functions and activities;
? maintaining a complete and updated business classification scheme (BCS) and related
RM toolkits.
3. You will manage the daily operation of the inactive records center by:
? providing records retrieval services;
? being responsible for the physical security and safety of the organization�s records and
ensuring the efficient and safe use of storage space;
? coordinating with facility management for repository maintenance;
? conducting environmental quality controls and arranging for the resolution of problems;
? coordinating with staff in relevant administrative offices to procure archival supplies and
services.
4. You will provide user support and training by:
? supporting users on the application of the records management toolkits and
recordkeeping system;
? delivering staff training on basic records management tools;
? assisting in preparing training materials, user guides and searching aids.
5. You will perform any other job related activity as required, including maintaining records
management operational statistics.
What are we looking for
Educational background
Required:
Highly
desirable:
Completed secondary education.
Specialized training in information science, records, archives and library
management, and knowledge about electronic recordkeeping system.
Experience
Required: At least five years of relevant experience at office support level in documents
registration, modern archives management, record keeping, information
management or related area.
Language skills
Required:
Asset:
Fluency in written and spoken English.
Working knowledge of other United Nations languages and/or German.
Specific professional knowledge
Required:
Desirable:
Proficiency in MS Office (Word, Excel, Access, PowerPoint) as well as
Sharepoint 2010 or 2013
Practical experience in maintaining electronic records for public institutions
using an electronic records management system is desirable.
Job related skills
Required: Good communications skills.
Ability to deliver basic records management presentation and training.
Ability to deal with highly sensitive information.
Good research and analytical skills.
What is the selection process
You may be invited for assessment of your technical/professional knowledge. If successful you may
be invited for the final stage of the selection process, which consists of a competency based interview
to assess the skills and aptitudes required to successfully perform the functions of the post. The
following set of competencies for this particular post will be applied: Applying Professional Expertise,
communicating with impact, being responsive to clients and partners, working with teams
How to apply:
Candidates, whose qualifications and experience match what we are looking for, should use the online
application system available at http://unfccc.int/secretariat/employment/recruitment.
Please note:
1. This post is for local recruitment only. All travel, interview and relocation costs incurred to take up
an appointment at the duty station in Bonn are at the expense of the applicant.
2. We will confirm receipt of your application. However, only candidates under serious consideration
and contacted for an interview will receive notice of the final outcome of the selection process.
3. Indicative net annual salary: Euro 36,584, plus other UN benefits as indicated in the link below:
https://unfccc.int/secretariat/employment/conditions-of-employment.html
