|Position Title:||Information Management Assistant|
|Contract Type:||Fixed term|
|Duty Station:||New York, United States|
|Salary:||Annual base salary starting at $74,224(USD)|
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Archives Unit, Office of the Under-Secretary-General, Office of
Legal Affairs. The incumbent reports to the Senior Information Management Assistant.
Under the direct supervision of the Senior Information Management Assistant, the
Information Management Assistant will be responsible for the following duties:
- Facilitates the periodic transfer of scheduled records into the Archives by liaising with OLA
units; ensures the completeness and accuracy of transfer documentation; and provides
assistance to the Secretariat staff in transfer preparations to Archives.
- Oversees records accessioning operations by assisting staff in receiving transfers; applies
retention schedules and links to previous accessions; and breaks accessions into records series
and registers identifiers in the Section database.
- Oversees disposals by liaising with relevant OLA staff and making necessary arrangements
using the service desk system; prepares background information for the review of archivists
and implementing retention schedules.
- Oversees stored records; prepares and arranges records for transfer to Archives and Records
Management Section (ARMS); applies retention schedules and initiating reappraisals and
disposals in consultation with ARMS; registers actions in the Section database; and provides
- Oversees archival arrangement and description operations by identifying, planning, and
overseeing projects in consultation with OLA units and ARMS.
- Undertake archival arrangement and description projects and operations; classifying
documentation into categories for quick retrieval thereby contributing to the efficiency of
Legal Officers and the quality of their responses to clients; processing incoming material
applying appropriate file classification; incorporating new data into a computerized index and
establishing new file categories as needed.
- On request, conducting research for Legal Officers, including searching for precedents,
whether in OLA files, database, UN documentation or other standard resources and databases.
- Assist in the digital records accessioning process and advise on electronic record keeping
system standards and compliance; implement procedures in the use of metadata standards for
the capture, maintenance and accessioning of digital archives.
- Assists in providing technical support as part of the team, acts as secondary focal point in
information management and information technology areas.
- Liaises with OLA units, Office of Information and Communications Technology (OICT),
and DOS on information management and technology related issues.
- Provides guidance and training to new/junior staff in the areas of information management,
archiving, records management, and retention policies.
- Assists in drafting, preparation, and maintenance of training materials.
- Provides basic meeting support when required and shares the unit’s workload in IT/IM
- Provides support for the section and unit chiefs and undertakes other duties as assigned.
- Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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.
- 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.
- Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.
High school diploma or equivalent is required.
Seven years of experience in archives, electronic record management or related area is required.
Experience of handling multiple demands competing for attention, client requests is required.
Experience working in archival functions and records management with an international
organization is desirable.
Experience with document management systems, request tracking, incident management
systems and providing meetings support is desirable.
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 French is desirable. 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.
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 may be accepted in lieu of the GGST.
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.
United Nations Considerations
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. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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.
The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The 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 according to the instructions provided in inspira to be considered for the current job opening. 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 reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (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.
Grades and Salaries in UN
- Grade G means General Services: Staff is locally recruited and they provide administrative and support services in both headquarter and field duty stations. Read more about grades in UN organizations HERE.
- UN Salary scales for staff in the General Service and related categories, following the link.
To apply for this job please visit careers.un.org.