Information Management Assistant
New York City
Org. Setting and Reporting
The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to entities across the Secretariat, including departments, offices away from headquarters, peace operations, regional commissions and tribunals.
The Human Resources Services Division (HRSD) provides dedicated services in support of human resources requirements of client entities, from process development through service delivery. The Division establishes and manages rosters across all job families, organizes testing and examinations, provides operational support and other advisory service for clients for the full spectrum of their delegated authorities, and supports managers and business partners in the use of non-staff personnel.
The Operational Support and Advisory Service (OSAS) serves as an enabling partner to support clients in fulfilling their mandates. The key services include: guidance to entities on the proper exercise of delegated authorities, advice on the application of human resources policies and procedure, advice to managers related to formal and informal conflict resolution, input/feedback to the development and/or improvement of simplified policies and procedures, support to clients in developing, formulating and implementing customized entity-specific HR strategies and plans, and support to clients and shared services in the achievement of their human resources management targets and objectives.
The Client Relations and Specialized Advisory Services Section (CRSAS) serves as the primary entry point for client entities seeking human resources advice, provides specialized advice in the prevention and resolution of conflict including cases in the system of administration of justice (mainly at the MEU and pre-MEU stages) and maintains the
personnel records of New York and international field staff.
The Personnel Records Management Unit (PRMU) is responsible for maintaining Official Status Files of New York-administered and international field staff.
This position is located in the Personnel Records Management Unit (PRMU) of the Client Relations and Specialized Advisory Section (CRSAS), Operational Support and Advisory Service (OSAS), Human Resources Services Division (HRSD), Office of Support Operations (OSO), Department of Operational Support (DOS). The incumbent will report to the Chief of the Personnel Records Management Unit or to another designated official within the area of responsibility.
Within delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management
• Creates and maintains Official Status Files (OSF) for the personnel records of Secretariat staff administered in New York and international field staff serving in peacekeeping operations, special political missions, and service centres.
• Ensures application of appropriate filing procedures and carries out quality control functions for incoming and outgoing Official Status Files and documents.
• Provides user support and troubleshoots issues with the electronic systems employed for the management of Official Status Files.
• Conducts end-user training relating to standard electronic record keeping systems in Secretariat offices.
• Registers incoming and outgoing records in electronic record keeping system.
• Maintains paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
• Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer
• Assists in accessioning, disposition, description, and database updating activities as they relate to records-related projects.
• Creates and maintains records indexes, inventories and other finding aids and provides information to other staff in the Unit in support of reference functions.
• Oversees internal records retrieval, loan, reproduction and staff clearance operations.
• Supports external reference services by drafting routine responses to enquiries, including records reproduction transmittals, for approval of the Chief.
• Facilitates inspection of Official Status Files by authorized staff members as well as other processes such as investigations and audits.
• Conducts routine inspection of the records storage facilities, for deterioration and damage to collections, as advised by the Unit Chief.
• Provides reprographic services as requested to facilitate the sharing and distribution of documents.
• Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment as required by PRMU.
• Conducts detailed research for information and documents as requested by more senior staff.
• Provides relevant technical support to users of information services provided by PRMU.
• Provides administrative support for the Unit and undertakes other duties as assigned.
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. Ability to work independently. 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.
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.
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.
A minimum of five years of experience in archives, electronic record management or a related area is required.
Experience in managing personnel records is desirable.
Experience in the daily maintenance of an information management operation is desirable.
Experience working with Unite Docs or a similar enterprise content management platform is desirable.
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in 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 competency-based interview.Special Notice
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Appointment or assignment against this position is for an initial period of one year. The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.
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.
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. 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.
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.
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.