Information Management Assistant, G5
United Nations/Archives and Records Management Section
Job posted to this site on January 19th at 12:33pm
Application Deadline: February 16th 2022
Full Time
Job Description
Org. Setting and Reporting
This position is located within the Archives and Records Management Section (ARMS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA) in the Department of Operational Support. Information Management Assistants are under the overall supervision of the Unit Chief.
The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions.
The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.
The Archives and Records Management Section (ARMS) identifies, preserves and provides access to those records that document the history of the United Nations. ARMS is responsible for all aspects of UN record-keeping, ranging from measures to ensure that United Nations officials create records in the course of their duties, through the management of records in United Nations offices, to preserving and making records of continuing value accessible as United Nations archives.
Responsibilities
Within delegated authority, the Information Management Assistant will be responsible for the following duties:
• Supports external reference services by scheduling research appointments, drafting routine responses to enquiries for approval of the Section archivists.
• Supports all aspects of the digitization of archival records conducted by ARMS under the guidance and supervision of the Section’s archivists.
• Participates in maintaining the Section’s reference database.
• 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, digitization and staff clearance operations.
• Registers the Section’s incoming and outgoing records in electronic record keeping system.
• Maintains the Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
• Participates in records and archives management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
• Assists in accessioning, disposition, description, and database updating activities as they relate to the Section records and archives related projects.
• Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Section database.
• Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzes retention schedules and precedents in support of disposition decisions.
• 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.
• Conducts research as requested by more senior staff.
• Provides relevant technical support to users of information services.
• Provides administrative support for the Unit and Section Chiefs and undertakes other duties as assigned.
Competencies
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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Client orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients’ needs and matches them to appropriate solutions. 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
High school diploma or equivalent required.
Job - Specific Qualification
Passing the Global General Service Test (GGST) is a prerequisite for selection 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. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test
Work Experience
Minimum 5 years of experience in archives, electronic record management or related area is required.
Experience working with permanent archival records is desirable.
Experience supporting archival reference services is desirable.
Experience working with the records of an international organization is desirable.
Languages
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 desirable.
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview
Special Notice
Appointment or assignment against this position is for an initial period of one year.
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.
At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.
Location
New York, United StatesCompensation
$49,000 yearly