Records Management Assistant

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Staff in the General Service category are recruited locally from the Primary Location area, which is where the office is located

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• FAO is committed to achieving workforce diversity in terms of gender, nationality, background and culture
• Qualified female applicants, qualified nationals of non-and under-represented member nations and person with disabilities are encouraged to apply
• Everyone who works for FAO is required to adhere to the highest standards of integrity and professional conduct, and to uphold our values. FAO has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and FAO, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.
• All selected candidates will undergo rigorous reference and background checks
• All applications will be treated with the strictest confidentiality
• The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization.

Organizational Setting

This position is located in the Programme Management Unit (PMU) of the FAO UTF Technical Cooperation Programme in Riyadh, Kingdom of Saudi Arabia.

Main Purpose

The Records Management Assistant performs a large variety of routine functions to support the operational and administrative activities of the knowledge management system. He/ she contributes the knowledge-capturing and -sharing needs of the Organization and to the smooth running of the work unit.

Supervision Received/Exercised

The Records Management Assistant reports to the Knowledge Management Officer under the general supervision of the FAO Programme Director. The incumbent operates independently and takes decisions on work priorities. Supervision received is focused on the quality of work outputs, in particular the meeting of timelines and quality of advice and support given to clients. He/She provides guidance and advice to other office support staff.

Working Relationships

The Records Management Assistant interacts with staff at all levels within the Organization to exchange routine information concerning the entire scope of records management center support. He/ she consults the Records and Archives Unit on structural and procedural issues.

Key Functions/Results

• Coordinate the divisional records management center work to meet the operational and administrative activities of records management needs of the Division.
• Process incoming and outgoing correspondence and documentation both electronic and paper based: send, receive, analyze, classify, route, distribute and file correspondence; check the quality of the processes and ensure that all formal requirements are met in compliance with standard procedures.
• Retrieve records; respond to special requests by undertaking in-depth research of records;
• Guide and support divisional staff at all levels in the use of the records management system;
• Assist the KMO Coordinator in monitoring records management and in providing capacity development;
• Assess and execute the transfer of semi-active records to central archives according to agreed retention schedules and procedures;
• Administer the operation and maintenance of systems and equipment relevant to the work of the KMO, including facsimile services, scanning service, and others;
• Ensure the timely dispatch of correspondence, pouch services, parcels, express mail, etc. and monitor its status and disposition.
• Perform other related functions as required to support the work of the office.

Impact Of Work

The incumbent's work impacts on the timely and efficient delivery of records management support services. Actions reflect on the transparency and accountability of the work unit and on the effectiveness and efficiency of programme delivery.

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

Education: Secondary School Education
Experience: Three years of relevant experience in Records Management support work
Languages: Working knowledge (Level C) of English and limited knowledge Arabic (Level B).
IT Skills: Good knowledge of the MS Office applications, Internet and office technology equipment

Competencies

• Results Focus
• Team Work
• Communication
• Building effective relationships
• Knowledge Sharing and Continuous Improvement

Technical Skills

• Good knowledge of classification and records management system
• Good knowledge and understanding of the guidelines and policies related to records and archives
• Good knowledge of communication and documentation standards

Desirable Qualifications And Skills

• Working knowledge of Arabic is considered a strong asset

Assessment

Evaluation of qualified applicants may include an assessment exercise and a technical / competency-based interview.

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