Job Number: 496670 | Vacancy Link
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments. UNICEF has over 12,000 staff in more than 145 countries.
BACKGROUND
UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories. All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015. The HR record management system has begun to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g., SAP (VISION), PageUp Talent Management system and Neocase Case Management system.
Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Management Consultant, under a consultancy, to deliver the following:
Qualifications
Requirements
Please provide a cover letter and the United Nations Personal History Form (P11) highlighting previous engagements which meet the qualification criteria described above. Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above. Applications submitted without a daily/monthly rate will not be considered.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
Opening Date 1 Jul 2016 Eastern Standard Time
Closing Date 13 Jul 2016 Eastern Standard Time
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy
If you are a committed, creative professional and are passionate about making a lasting difference for children, the world's leading children's rights organization would like to hear from you.
For 70 years, UNICEF has been working on the ground in 190 countries and territories to promote children's survival, protection and development. The world's largest provider of vaccines for developing countries, UNICEF supports child health and nutrition, good water and sanitation, quality basic education for all boys and girls, and the protection of children from violence, exploitation, and AIDS. UNICEF is funded entirely by the voluntary contributions of individuals, businesses, foundations and governments. UNICEF has over 12,000 staff in more than 145 countries.
BACKGROUND
UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories. All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015. The HR record management system has begun to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g., SAP (VISION), PageUp Talent Management system and Neocase Case Management system.
Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Management Consultant, under a consultancy, to deliver the following:
- Support maintenance of HR's Records Management (Gimmal) implementation � and update as required -- in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
- Coordinate migration of documents to Records system control Quality and completnes of the uploaded documents.
- Maintain the records management system classification scheme.Work closely with ECM Project and communicate with key stakeholders to proactively ensure understanding of the interrelationship of records and business processes.
- Lead the Field Office digitalization and OSF Verification project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management.
- Support GSSC in updating of Designation of Beneficiaries documents and upload to Records Centre.
- Work closely with DHR Performance Management unit to support updates and access to PER's in Records System
- Provide technical and other support to the Human Resource function to digitize the Official Status Files of local staff in country offices while maintaining the highest standard of accuracy, efficiency, and security. Ensure the completion of the digitization of the remaining ("delta") OSF of International Professional staff and NYHQ General Service staff.
- Provide any training to staff in accessing and managing records. Provide support to users and IT in troubleshooting issues and proposing solutions.
Qualifications
- Candidate undertaking the assignment should have a minimum of six (6) years of experience in Information Management and Project Management or Human Resources related projects for the United Nations system or other international organizations.
- A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.
- Experience with Records Management system based on SharePoint preferably with Gimmal platform. And also experience with large scale digitization projects in the international environment.
- Hands on experience in conducting training on IT System and Human Resource business processes in the United Nations context.
- Experience with SharePoint including design and development of web pages and sites.
- Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion.
- Knowledge of and experience with the ERP systems
Requirements
Please provide a cover letter and the United Nations Personal History Form (P11) highlighting previous engagements which meet the qualification criteria described above. Please indicate your ability, availability and daily/monthly rate (in US$) to undertake the terms of reference above. Applications submitted without a daily/monthly rate will not be considered.
UNICEF is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious and ethnic backgrounds, including persons living with disabilities, to apply to become a part of our organization.
Opening Date 1 Jul 2016 Eastern Standard Time
Closing Date 13 Jul 2016 Eastern Standard Time
Records Manager - DHR, Consultant, NYHQ
Job Number: 494015 |
Location: Division of Human Resources, UNICEF NYHQ
Work Type : Consultancy
About UNICEF
UNICEF was established in 1949. UNICEF promotes the rights and wellbeing of every child, in everything we do. Together with our partners, we work in 190 countries and territories to translate that commitment into practical action, focusing special effort on reaching the most vulnerable and excluded children, to the benefit of all children, everywhere. UNICEF has some 11,600 staff in more than 145 countries.
BACKGROUND
UNICEF, and specifically the Division of Human Resources (DHR), currently holds large amounts of records. Some are electronic, but most are in paper-based document form, which are neither properly filed nor securely managed through to appropriate retention and disposal. Most of the information is held in unstructured form i.e. paper-based files including staff Official Status Files (a quarter of all global files are located in a single file room in New York, the balance are located in filing cabinets in distributed offices in 145 countries); locked inside end-users' desktops; embedded in the email system; and more general reference documents uploaded to intranet document repositories. All this creates a significant challenge for overall information governance, risk mitigation, and the practical challenge of staff that create and need to use, refer to, and reuse, information in these documents and records.
In this regard, UNICEF has embarked on an organization-wide information, document and record management initiative; under which HR record management was positioned as the leading sub-project which now has been implemented in 2015. The HR record management system is beginning to mitigate the aforementioned risks and enable the easy and access-controlled search, retrieval and access to relevant parts of the official electronic records by multiple people whose actions is being automatically tracked, and will be tightly integrated with core HR systems, e.g., SAP (VISION), PageUp Talent Management system and Neocase Case Management system.
Terms of Reference / Deliverables
Given the above context, UNICEF is seeking a Records Manager, under a consultancy, to deliver the following:
- Lead the maintenance of HR's Records Management (Gimmal) implementation � and update as required -- in compliance with records best practices including system analysis methodologies, records and information management implementation processes and procedures and workflow processes required for implementation.
- Maintain the records management system classification scheme. Develop, maintain and update organizational retention schedule for new HR records. Communicate with key stakeholders to proactively ensure organizational understanding of the interrelationship of records and business processes.
- Lead the Field Office digitalization project and provide guidance and support to UNICEF Field Offices regarding digitization and Records Management. Manage Field Office digitization team.
- Provide technical and other support to the Human Resource function to digitize the Official Status Files of local staff in country offices while maintaining the highest standard of accuracy, efficiency, and security. Ensure the completion of the digitization of the remaining ("delta") OSF of International Professional staff and NYHQ General Service staff.
- Provide support to the development and implementation of other Human Resources records including Executive and Legal records.
- Provide support to the implementation of the Continuing Appointment project by ensuring that that the required data and documentation is captured in Talent Management and SAP VISION systems.
- Support Talent Management project management. Provide Talent Management system training for UNICEF Field Office and support for system users. Support promotion and information campaign including design of the promotion materials. Serve as web developer support for Talent Management project.
- Provide any training to staff in accessing and managing records. Provide support to users and IT in troubleshooting issues and proposing solutions.
- Candidate undertaking the assignment should have a minimum of six (6) years of experience in Information Management and Project Management or Human Resources related projects for the United Nations system or other international organizations.
- A relevant advanced university degree, or equivalent professional work experience combined with a university degree in a related field. A first level university degree in combination with qualifying experience may be accepted in lieu of the advance university degree.
- Experience with Records Management system based on SharePoint preferably with Gimmal platform. And also experience with large scale digitization projects in the international environment.
- Hands on experience in conducting training on IT System and Human Resource business processes in the United Nations context.
- Experience with SharePoint including design and development of web pages and sites.
- Ability to present highly complex arguments, information and ideas in an easy to understand and memorable fashion.
- Technical skills and experience in Web design, for example, using html, CSS, JavaScript, PHP, MySQL, Bootstrap
- Other technical skills including design using Adobe Package (Photoshop, Illustrator, InDesign).
- Knowledge of and experience with the ERP systems
| POSITION INFORMATION Post Title: | Human Resources Assistant (Registry & Records) | Vacancy Notice: | 2015/38/G 105593 |
| Level: | G-4 | Posting Period: | 28 August � 11 September 2015 |
| Duty Station: | Montr�al | Date for entry on duty: | After 11 September 2015 |
THE ORGANIZATIONAL SETTING
The Staff Employment and Administration Section (SEA) is one of three Human Resources (HR) Sections within the Bureau of Administration and Services (ADB) in ICAO. SEA is dedicated to operational aspects of HR management and service, such as contract management, benefits and entitlement administration, separation handling and servicing retirees, administration of social security and pension benefits, staff accreditation matters and oversight of the medical clinic.
The incumbent reports directly to the Chief, SEA who provides general guidance and with whom s/he consults on complex technical issues.
MAJOR DUTIES AND RESPONSIBILITIES
Function 1 (incl. Expected results)
Ensures maintenance of registry system,
achieving results such as:
� Set up and maintenance of the HR registry system in accordance with ICAO rules and procedures.
� Open of new subject files as required and disposal of old files in accordance with the established retention schedule.
� Maintain the archives, making sure files are properly stored and accessible; safe keeping of documents.
� Provide photocopies of material from the confidential registry files, as requested by staff.
� Assist in the collection of reference and background material from registry files.
� Preparation of correspondence and reports related to registry activities.
� Participate in the creation and maintenance of an electronic registry system for Human Resources.
Function 2 (incl. Expected results)
Provides effective records management,
achieving results such as:
� Receive, register code documents, letters and other correspondence and store in proper files. Review, record and sort incoming and outgoing mail and maintain a register therefor.
� Establish and maintain file movements within Human Resources and to the Office of the Director, ADB using an established tracking system.
� Follow-up on actions to be taken by the relevant HR Sections.
� Verify completeness and accuracy of returned files and determine the need for the creation of new files.
� Maintain and update the list of registry files on regular basis, including the classification of files.
Function 3 (incl. Expected results)
Performs quality control functions, achieving results such as:
� Ensure that paper files are complete, and documents are in chronological order and that all paper and electronic records on file are correctly classified and identified.
� Ensure that files do not contain non-record material and that copies or cross-references by other appropriate means are made for all relevant files in the case of a multiple-subject record.
� Ensure that data entries are complete and accurate according to Records Management procedures, such as keywords, dates, type of document, etc. and that duplicate records are removed.
Function 4 (incl. Expected results)
Maintains a well-organized and user-friendly Records and Registry Room for effective access and information retrieval,
achieving results such as:
� File documents into appropriate folders and ensuring that confidential files are secured.
� Ensure that the labelling and placement of folders in order in the relevant filing rooms/cabinets and inactive files removed and sent for archiving. Review on a daily basis the SEA in-box for incoming faxes and distribute to appropriate staff for action.
� Ensure the accurate provision of files, documents or information requested by determining the subject of the inquiry and the correct file title and number through searching the records management and other databases, through the knowledge of ICAO organization and operations or through consultation with clients.
� Provide timely information to the user(s) in the case of complex inquiries, of not only the file on which the desired record has been placed but also related files which may be necessary to provide complete background to the situation or to enable the user to take the appropriate action.
� Consult or refer clients to other appropriate resources.
Function 5 (incl. Expected results)
Performs a variety of functions related to office support and statistics and surveys,
achieving results such as:
� Assist the HR Assistant (Office Support) in managing incoming/outgoing mail.
� Provide back up support in terms of processing staff accreditation and United Nations Laissez-Passer (UNLPs).
� Ensure an adequate and timely supply of stationery items are available to the Sections.
� Maintain a calendar of activities of SEA.
Function 6
Performs other related duties, as assigned.
QUALIFICATIONS AND EXPERIENCE
Educational background
Successful completion of secondary education, including relevant training in office automation courses.
Professional experience and knowledge
Essential
� At least four years of experience in administrative/clerical work.
� Knowledge of office automation techniques for text processing and contemporary software including loading files on a web environment.
� Knowledge of filing and registry procedures.
Desirable
� At least two years of experience with an international organization or a government.
� The ability to use relevant software applications.
Language skills
Essential
Fluent in reading, writing and speaking abilities in English and French.
Desirable
Knowledge of any of the other languages of the Organization (Arabic, Chinese, Russian, Spanish).
Competencies
1.
Accountability: The willingness and ability to accept responsibility for oneself and one�s responsibilities; taking ownership for actions and outcomes.
2.
Creativity: The willingness and ability to develop new ideas, improve existing processes, and thinking "outside of the box".
3.
Client Orientation: The willingness and ability to see things from the clients� perspective anticipate client needs and concerns; find appropriate solutions for clients and keep clients informed.
4.
Commitment to continuous learning: The willingness and ability to engage in self-development, keep oneself up-to-date with new developments, help others to learn and learn from others.
5.
Planning and Organizing: The ability to set clear goals, to prioritize, to anticipate problems or risks and use time efficiently.
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-4 | CAD 33,386 | ||
