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Information Management Assistant (Open to PNG Nationals ONLY)

Port Moresby

  • Organization: UNWOMEN - United Nations Entity for Gender Equality and the Empowerment of Women
  • Location: Port Moresby
  • Grade: Consultancy - SB-3 (SC6/SC7), Service Contract, Local Contractors Agreement
  • Occupational Groups:
    • Statistics
    • Administrative support
    • Women's Empowerment and Gender Mainstreaming
    • Information Technology and Computer Science
    • Documentation and Information Management
  • Closing Date: Closed

Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

Reporting to the Operations Associate, the Information Management Assistant supports the Office Operations by performing a variety of standard administrative processes ensuring high quality and accuracy of work.

The Information Management Assistant promotes a client, quality and results-oriented approach. The Information Management Assistant works in close collaboration with the programme and projects staff and the Operations team to ensure consistent service delivery.

Duties and Responsibilities

Provide administrative support to processing and facilitating proper documentation management:

  • Store, manage, and track documents in a SharePoint database;
  • Maintain hard and electronic filing system ensuring safekeeping of confidential materials including documentation, record retention, and retrieval in line with record management procedures;
  • Route documentations from Country Offices to the proper unit for processing, as required.
  • Extracting, inputting, copying and filling date from various sources.

Provide administrative support to assets management:

  •  Assist to maintain inventory records of the stationeries including ICT software and hardware;
  •  Coordinate with building management on all aspects of office maintenance and maintain a log of work performed;
  • Process micro-purchase procurement requests as necessary.

Provide administrative support to the organizing of the CO’s meetings and panels:

  • Prepare presentation materials;
  • Arrange the logistics of the CO’s meetings, including booking conference rooms, arranging catering, and facilitating building access for meeting participants;
  •  Assist to prepare minutes of Operations meetings and monitor follow up activities, as requested.
  • Provide administrative support focusing on the achievement of the following results
  • Maintenance of Operations Unit’s files, logs

 Provide administrative support regarding ICT issues:

  • Maintain inventory and stock of supplies and spare parts in cooperation with the Procurement Unit;
  • Research and retrieval of data from internal and external sources; prepare statistical charts, tables, and reports as required;
  • Provide ICT support service to staff and to key events.

Provide administrative support to knowledge building and knowledge sharing:

  • Facilitate trainings for the operations/projects staff on SharePoint administration and file management;
  • Participation and assistance in the organization of training for the CO staff on ICT issues.

Competencies

Key Performance Indicators:

  • Timely inputs to communication and advocacy materials;
  • Timely organization of logistical support to discussions, conferences, briefings and other events;
  • Timely delivery quality administrative support;
  • Webpages are well-maintained.

Core Values:

  • Respect for Diversity;
  • Integrity;
  • Professionalism.

Core Competencies:

  • Awareness and Sensitivity Regarding Gender Issues;
  • Accountability;
  • Creative Problem Solving;
  • Effective Communication;
  • Inclusive Collaboration;
  • Stakeholder Engagement;
  • Leading by Example.

Functional Competencies:

  • Ability to create, edit and present information in clear and presentable formats, using appropriate IT functionality;
  • Knowledge of social media and communication strategies and methods;
  • Good event planning skills;
  • Ability to identify relevant events and stories and communicate them to a mass audience;
  • Good multimedia skills.

Required Skills and Experience

Education:

  • Completion of secondary education is required;
  • Bachelor’s degree in Business Administration, Computer Science or related field Journalism is an asset.

Experience:

  • At least 5 years of progressively responsible experience in network administration and use of hardware/software, telecommunications facilities;
  • Experience in the use of computers applications and software packages (MS Word, Excel, etc) as well as web based management systems;
  • Experience in the use of social media and digital communication.

Language:

  • Fluency in English and Tok Pisin is required;
  •  Working knowledge of the other UN official working language is an asset.
UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.
This vacancy is now closed.
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