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Records Management Officer

Geneva

  • Organization: ILO - International Labour Organization
  • Location: Geneva
  • Grade: Junior level - P-2, International Professional - Internationally recruited position
  • Occupational Groups:
  • Closing Date: Closed

 

Grade: P2  

Vacancy no.: RAPS/1/2022/INFOTEC/01
Publication date: 5 May 2022
Application deadline (midnight Geneva time): 6 June 2022

 

Job ID: 8193 
Department: INFOTEC 
Organization Unit: RAMS 
Location: Geneva   
Contract type: Fixed Term 

 

The following are eligible to apply:

  • ILO Internal candidates in accordance with paragraphs 31 and 32 of Annex I of the ILO Staff Regulations.
  • External candidates.

 

Staff members with at least five years of continuous service with the Office are encouraged to apply.

 

Applications from officials who have reached their age of retirement as defined in Article 11.3 of the Staff Regulations on or before 31 December 2017, or who have already separated from ILO service upon retirement or early retirement, will not be considered.

 

The ILO values diversity among its staff and welcomes applications from qualified female candidates. We also encourage applicants with disabilities. If you are unable to complete our online application form due to a disability, please send an email to ilojobs@ilo.org.

 

The ILO welcomes applicants with experience in working within ILO constituents (governments, employers’ and business membership organizations, and workers’ organizations).

 

Applicants from non- or under-represented member States, or from those member States which staffing forecasts indicate will become non- or under-represented in the near future would be particularly welcome. A list of these countries can be found here: https://jobs.ilo.org/content/Non--and-under-represented-member-States/

 

In addition to the interviews and tests that any candidate may be required to take, successful completion of the ILO Assessment Centre is required for all external candidates and any internal candidate applying to a higher category.

 

Notwithstanding the general considerations set out in the ILO Staff Regulations, this vacancy announcement is the only authoritative document pertaining to the qualifications required for this position. The minimum required qualifications were determined in view of the specific duties and responsibilities of this position.

 

The specific language requirements for this position are detailed hereunder. However, candidates applying for the professional category vacancies who have not already successfully completed their probationary period within the ILO and whose mother tongue is not one of the working languages of the Office (English, French and Spanish), shall be required to possess a fully satisfactory working knowledge of at least one of the ILO working languages. If appointed they may be required to acquire a knowledge of a second working language of the Office during their initial years of service.

Introduction

The position is located in the Records and Archives Management Services Unit (RAMS) within the Information and Technology Management Department (INFOTEC). The role of RAMS is to establish and maintain a framework for the creation and management of authentic, reliable and usable records, capable of supporting ILO business functions and activities for as long as they are required, as well as to ensure the effective preservation of official correspondence and other legal, juridical and historical documents (Archives). 

The Records Management Officer is responsible for contributing to the development and application of records management procedures designed to facilitate the effective and efficient handling of official records and other information in an electronic environment.

The position will report to the Chief of the RAMS Unit.

Specific Duties

1.Participate in the development/implementation of an electronic records management system (ERMS) including benchmarking, standardization and continuous improvement of business processes and procedures.     
2.Work with ILO departments/branches/units to develop filing plans (including metadata requirements, retentions schedules, classification, access groups, etc.), which are tailored to their business needs and in accordance with the consistent application of records management actions and information governance requirements within the ERMS.    
3.Provide advice on metadata use and naming conventions; and help departments/branches/units to prioritize their content for migration to the ERMS within the enterprise content management platform.
4.Make proposals on filing plans to ensure economy and efficiency in the creation, use, maintenance and disposal of records, information, and data.
5.Contribute to the development and delivery of training on the electronic records management programme to staff throughout the Organization. Share best practices.
6.Provide guidance to internal stakeholders on  established records retention policies and procedures.
7.Conduct research and liaise with professional bodies for their existing standards.    
8.Provide inputs into record keeping procedures and tools.  Participate in policy updates that have an indirect impact on record keeping practices in the Office.     
9.Ensure that documentation is accurate and up-to-date. 
10.Keep abreast of best practices in information governance within the UN Common System and share knowledge of new information management trends to contribute to technology and process improvements in the delivery of services. in RAMS. 
11.Perform other relevant duties as assigned.

These specific duties are aligned with the relevant ILO generic job description, which includes the following generic duties:

Generic Duties

  1. Review a variety of information sources to identify appropriate materials that meet the information needs of the Organization and recommend material for inclusion in the library’s collections.
  2. Verify the accuracy of information on incoming requisitions.
  3. Identify and withdraw material from the collections in accordance with collection and retention policies and instructions from the supervisor.
  4. Identify bibliographic elements of items to be added to the library’s collections, determine the choice and form of entries, and prepare bibliographic descriptions.
  5. Analyse the content of documents and publications to identify and select the concepts that are the most relevant for users, translate these concepts into controlled vocabulary terms, and draft annotations or abstracts of the content of materials.
  6. Review bibliographic citations and indexing obtained from external sources for inclusion in internal databases.
  7. Using both manual and computerised techniques, provide reference services by searching easily accessible sources and delivering information relevant to specific user requests.
  8. Assist in the creation of information tools.

Required qualifications

Education

A first-level university degree and a recognised professional qualification in records or information management, archival science or a related discipline. 

Experience

Three years of professional experience at the national level or two years at the international level in archives and records management work or information network administration.

Languages

Excellent command of one official language (English, French, Spanish) of the Organization and a working knowledge of a second official language. Knowledge of a third official language would be an asset.

Competencies

In addition to the ILO core competencies, this position requires:


Excellent knowledge of automated information systems applicable to records management; domains of professional knowledge include the following: the nature of records and recordkeeping in an electronic environment; maintenance and disposition of records, including appraisal, conservation and migration management; records preservation and description; knowledge of research practices and trends; demonstrable conceptual, analytical and evaluative skills and ability to conduct independent research and analysis, identifying and assessing issues, formulating options and making recommendations. Ability to ensure correct application and consistency of policies, procedures related to records management. In-depth knowledge of modern records management concepts, standards, methodology and techniques; knowledge of the ILO thesaurus, ILO taxonomy or ILO topics would be an advantage. Willingness to keep abreast of new developments in the field. Ability to establish priorities and to plan, coordinate and monitor own work plan.  Excellent analytical skills. Ability to communicate effectively both orally and in writing. Ability to develop and maintain effective work relationships with client groups. Ability to work on own initiative as well as a member of a team.  Ability to work in a multicultural environment and to demonstrate gender-sensitive and non-discriminatory behaviour and attitudes.

 

 

Conditions of employment

  • Any appointment/extension of appointment is subject to ILO Staff Regulations and other relevant internal rules. Any offer of employment with the ILO is conditional upon certification by the ILO Medical Adviser that the person concerned is medically fit to perform the specific inherent requirements of the position offered. In order to confirm an offer from the ILO the successful candidate will be required to undergo a medical examination.
  • The first contract will be issued for a twenty-four month period.
  • A successful external candidate will be on probation for the first two years of assignment.
  • Any extension of contract beyond the probation period is subject to satisfactory conduct and performance.

For more information on conditions of employment, please visit: https://jobs.ilo.org/content/International/

 

Important Information

Any officials of the General Service category interested in applying to this position are hereby informed that, if selected, they will be offered the salary and allowances applicable to the grade of the position applied for, which may result in substantial changes in their take-home remuneration. In accordance with Article 3.4 of the Staff Regulations, the salary of an official, upon promotion, shall in no case be greater than the maximum salary of the grade to which he or she was promoted. For any questions or clarifications, please contact your HR partner at hrpartner@ilo.org

 

Recruitment process

Please note that all candidates must complete an on-line application form. To apply, please visit the ILO Jobs website at https://jobs.ilo.org/. The system provides instructions for online application procedures.

 

Evaluation (which may include one or several written tests and a pre-interview competency-based assessment centre) and the interviews will tentatively take place during the 3 to 4 months following the application deadline. Candidates are requested to ensure their availability should they be short listed for further consideration.

 

Depending on the location and availability of candidates, assessors and interview panel members, the ILO may use communication technologies such as Skype, Video or teleconference, e-mail, etc. for the assessment and evaluation of candidates at the different stages of the recruitment process, including assessment centres, technical tests or interviews.

 

Fraud warning

The ILO does not charge any fee at any stage of the recruitment process whether at the application, interview, processing or training stage. Messages originating from a non ILO e-mail account - @ilo.org - should be disregarded. In addition, the ILO does not require or need to know any information relating to the bank account details of applicants.

This vacancy is now closed.
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