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Tuesday, April 3, 2018

Intern. Archives and Records Section, MICT, The Hague. Open until 22 may 2018

Posting Title: INTERN - MECHANISM ARCHIVES AND RECORDS SECTION, I (Temporary Job Opening)
Job Code Title: INTERN - INFORMATION MANAGEMENT
Department/Office: International Residual Mechanism for Criminal Tribunals
Duty Station: THE HAGUE
Posting Period: 22 February 2018 - 22 May 2018
Job Opening Number: 18-Documentation and Information -RMT-93404-J-The Hague (O)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    


Org. Setting and Reporting
The Mechanism for International Criminal Tribunals, more commonly referred to as the MICT, is a body of the United Nations established in 2010 to carry out a number of essential functions of the International Criminal Tribunal for Rwanda (ICTR) and the International Criminal Tribunal for the former Yugoslavia (ICTY), after the completion of their respective mandates. The MICT comprises two branches. One branch covers functions inherited from the ICTR and is located in Arusha, Tanzania. The other branch is located in The Hague and inherited functions from the ICTY.

General information on the MICT internship program may be found on the MICT website’s internship page, http://www.unmict.org/en/recruitment/internship-programme, which includes:
•Programme Guidelines;
•Application Procedures;
•Terms and conditions of the MICT Internship Programme;
•Internships in Context.

This position is located in the Archives and Records Section of the Mechanism for International Criminal Tribunals in The Hague. It is under the supervision and direction of an Archivist.

A MICT internship is UNPAID and full-time. Core working hours for interns are Monday to Friday from 9:00 a.m. to 5:30 p.m. Interns work under the supervision of a staff member in the office to which they are assigned. The duration of a MICT internship can range from a minimum of three months to a maximum of six months, according to the needs of the intern’s assigned office.
Responsibilities
Interns within MARS will have the opportunity to work on a variety of programmes and projects centred on archival and records management activities. Depending on the individual’s background, interest and the needs of the office, tasks may include the following:

•Assisting in developing outreach and advocacy products.
•Creation of Finding Aids for Tribunal Archives.
•Records management tasks (physical or digital).
•Assisting with preservation of physical records.
•Assisting with preservation of digital records.
•Assisting with metadata migration and enhancement of Tribunal audiovisual records.
•Assisting with digitisation and quality control review of audiovisual records.
               
Competencies
•Professionalism – 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.

•Communication – Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.

•Teamwork – Works collaboratively with colleagues to achieve organisational 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.

•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.
                
Education
Candidates for an internship in MARS are required to be enrolled in, or have completed in the last 12 months, a relevant diploma/degree programme in archives, records management or information management. Applicants must be computer literate in standard software applications.
               
Work Experience
Applicants are not required to have professional work experience for participating in the programme, and must be at least 18 years old. Previous experience in an archive or information management work environment is an asset.
               
Languages
English and French are the working languages of the MICT. Fluency in oral and written English is required. Knowledge of French and/ or Bosnian/Croatian/Serbian is an asset.
               
Assessment
Short-listed candidates may be contacted by the hiring team directly if further information is needed during the review of their application. Due to the high volume of applications received, candidates who have not been short-listed will not be contacted.
               
Special Notice
A complete online application including ALL of the documents listed below is required. Please note that documents may only be in English or French, and that incomplete applications will not be reviewed. Applicants must attach ALL of the following documents to each UN Careers portal application submitted via https://inspira.un.org: 1. Completed MICT Intern Acceptance and Undertaking; 2. Two (2) letters of recommendation; 3. Copies of university transcripts (including courses taken and grades received). Please list the dates you are available in the cover letter on your application and indicate whether you would be interested in internships in other sections of the MICT.
Please contact us at internship@un.org if you have any problems uploading these documents.
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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

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.
               
No Fee
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.

Wednesday, March 28, 2018

Archives Assistant, G-5. UNOG, Geneva. Open until 11 April 2018

Posting Title: Archives Assistant, G5
Job Code Title: ARCHIVES ASSISTANT
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 13 March 2018 - 11 April 2018
Job Opening Number: 18-Documentation and Information -UNOG-93573-R-Geneva (R)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    


Org. Setting and Reporting
This position is located in the Library of the United Nations Office at Geneva. The Information Management Assistant reports to a Senior Officer or to a Unit Chief.
               
Responsibilities
Within delegated authority, the Information Management Assistant will be responsible for the following duties:

Archives and Records Management:
- Provides advisory services on record-keeping practices, including needs and business process analysis, assistance in the implementation of “paper smart” projects, and assistance in the implementation of the electronic document and electronic records management system at UNOG.
- Conducts end-user training relating to the electronic document and records management system at UNOG.
- Registers Section’s incoming and outgoing records in electronic record keeping system.
- Maintains Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
- Participates in records management projects in UNOG offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
- Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
- Satisfies requirements for the procurement, payment and inspection of goods and services using IMIS applications.
- Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Section database.
- Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzes retention schedules and precedents in support of disposition decisions.
- Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
- 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 Unit Chief.
- Participates in maintaining the Section’s reference database.

Documents:
- Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
- Provides document delivery services as required.

General:
- Conducts research as requested by more senior staff.
- Provides relevant technical support to users of information services.
- Provides administrative support for the Unit and Section Chiefs and undertakes other duties as assigned.
               
Competencies
               
PROFESSIONALISM:
Knowledge of electronic record-keeping and relevant information systems. Sound knowledge of information management archives management, record-keeping and record disposition. Knowledge of records and archives physical preservation standards. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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.

ACCOUNTABILITY:
Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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.
                
Education
High school diploma or equivalent. Training in archives and/or records management is desirable.
Work Experience
At least five (5) years of experience in archives, records management, electronic record management or related area.
               
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.
               
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

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.
               
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

Monday, March 19, 2018

Chief, Records Management, P-3. OSCE, Vienna. Open until 19 March 2018

Job Title Chief, Records Management
Organization Name OSCE Secretariat
Location Vienna
Grade P3
Closing Date of application 19-03-2018
No. of Posts 1
Background
The Office of the Secretary General (OSG) provides general services to the Secretary General (SG), the Chairpersonin-Office, and the participating States. It groups horizontal services such as Executive Management, Communication and Media Relations, Legal Services, External Co-operation, Security Management, Gender Affairs, Conference and Language Services, Central Records Management, and oversees the OSCE Prague Office. The OSG ensures effective co-ordination of policy advice provided to the Secretary General and the Chairmanship, and management decisions taken by the Secretary General. The OSG is led by a Director who also functions as the Head of Executive Management.


The Records Management Unit (RMU), as part of the Office of the Secretary General (OSG), currently comprises four staff members who are responsible for registering official correspondence, overseeing the systematic transfer and destruction of records, handling reference requests, and developing record-keeping tools and resources. RMU also provides advisory services on record-keeping to all OSCE executive structures and actively promotes best practices in records management.
Tasks and Responsibilities
Under the direct supervision of the Director, Office of the Secretary General, the incumbent will perform the following duties:

  1. Developing, implementing and updating policies and procedures for OSCE records and information management across the Organization in accordance with best practices and standards;
  2. Proposing and implementing organization-wide record-keeping tools for the effective creation, receipt, distribution, management and storage of all records;
  3. Overseeing the retention and disposition of Secretariat records in accordance with the OSCE file plan and retention schedule, and OSCE’s security classification system;
  4. Advising on and co-ordinating transfer of archival records from the Secretariat and other OSCE executive structures to the Documentation Centre in Prague;
  5. Monitoring the use of the OSCE Electronic Document and Records Management System (EDRMS) and introducing refinements and improvements as needed; providing user support to the EDRMS
  6. Conducting training for OSCE staff on records management principles, practices and tools;
  7. Advising  OSCE executive structures  on OSCE records  management policy and practices, and supporting and assisting them during closure or downsizing; ensuring that the overall record-keeping function within the OSCE executive structures is in alignment with best practices and established procedures;
  8. Liaising with records management focal points across the Organization for all matters pertaining to records management;
  9. Identifying gaps in records management processes and co-ordinating internal working groups established for the purpose of improving records and information  management in the Organization;
  10. Promoting records management practices and initiatives within the Secretariat including developing awareness campaigns and organizing events;
  11. Developing work plans, assigning tasks and monitoring performance in the Records Management Unit ; developing and monitoring the expenditure of the Unit’s budget;
  12. Performing other related duties as assigned.

For more detailed information on the structure and work of the Office of the Secretary General, please see: http://www.osce.org/secretariat
Necessary Qualifications
  • First-level university degree in records management, archival science or a related field;
  • A minimum of six years of practical relevant experience with increasing responsibilities, preferably in an international organization or another multilateral environment;
  • Practical experience in the implementation or use of document and or records management systems such as SharePoint and  Open Text would be desirable;
  • Computer literate;
  • Professional fluency in written and spoken English, including good communication, drafting and presentation skills; knowledge of other OSCE working languages would be an asset;
  • Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities;
  • Ability to work in a team and to establish and maintain effective working relationships with people of different national and cultural backgrounds.
Required competencies
Core values
  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work


Core competencies
  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances


Managerial competencies (for positions with managerial responsibilities)
  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Remuneration Package
Monthly remuneration is approximately EUR 6,337 depending on post adjustment and family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.

Appointments are made at step 1 of the applicable OSCE salary scale.
How To Apply
If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org.


The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.

Only shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

Please be aware that the OSCE does not request payment at any stage of the application and review process.

Friday, March 9, 2018

Archivist / Data Management Expert, P-3. OHCHR, International Commission of Inquiry for Mali, Bamako, Open until 13 March 2018

Posting Title: ARCHIVIST / DATA MANAGEMENT EXPERT (Temporary Job Opening), P3 (Temporary Job Opening)
Job Code Title: INFORMATION MANAGEMENT OFFICER
Department/Office: Office of the High Commissioner for Human Rights
Duty Station: BAMAKO
Posting Period: 07 March 2018 - 13 March 2018
Job Opening Number: 18-Information Management Systems-OHCHR-93811-J-Bamako (M)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    


Org. Setting and Reporting
This temporary position is based in Bamako, within the International Commission of Inquiry for Mali pursuant to Security Council Resolution 2364. The incumbent will work under the direct supervision of the Coordinator of the Secretariat of the International Commission of Inquiry in Mali.
               
Responsibilities
Within delegated authority, the Archivist / Data Management Expert will be responsible for the following duties: Coordinates the recording and preservation of all information, documentation and evidence by the Commission, including interviews, documents and forensic material, in accordance with relevant standards and best practices. Assists in the drafting of procedures and methods of work regulating the acquisition and retrieval of records, and the sharing of information and evidence to facilitate and expedite fair and independent criminal proceedings. Advises the Secretariat of the Commission on the organization and storage of information and evidence, and the evaluation of records for preservation and retention. Liaises with the Secretariat members, and assists in receiving documents and photographs, electronically or in hard copy, as well as video material; provides advice and assistance in handling confidential material. Produces upon request, timelines, record summaries and related materials for Commissioners. Supervises the maintenance of the Commission’s database of records, ensuring its completeness and integrity, as well as the confidentiality and protection of the information. Performs other related duties as required.
               
Competencies
               
PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition in accordance with relevant standards and best practices. Knowledge of electronic data maintenance; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
 
COMMUNICATION: Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

PLANNING AND ORGANIZING: Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments. Adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

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.
               
Education
               
Advanced university degree (Master’s degree or equivalent degree) archiving, records or information management, forensic sciences, criminal justice, or related areas. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
               
Work Experience
A minimum of five (5) years of progressively responsible experience in roles related to archiving records/information management or evidence custodianship, including one year of experience working in an international court/tribunal or other international investigative body is required. Experience in records and evidence management, (in particular with criminal matters) is required.
                
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in oral and written English and French is required.
               
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
               
Special Notice
THIS TEMPORARY POSITION IS VALID UP TO 30 JUNE 2018 WITH THE POSSIBILITY OF EXTENSION, SUBJECT TO THE AVAILABILITY OF FUNDING. A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified. Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat. Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station. While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions. The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15. Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1. The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English. Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

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.
               
No Fee
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.

Information Management Officer, P-3. UNOG, Geneva. Open until 12 March 2018

Posting Title: Information Management Officer, P3 (Temporary Job Opening)
Job Code Title: INFORMATION MANAGEMENT OFFICER
Department/Office: United Nations Office at Geneva
Duty Station: GENEVA
Posting Period: 06 March 2018 - 12 March 2018
Job Opening Number: 18-Information Management Systems-UNOG-93650-J-Geneva (X)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
                                    


Org. Setting and Reporting
This position is available until 31 December 2018 and is located in the Institutional Memory Section (IMS), UNOG Library (United Nations Office at Geneva), . The incumbent reports to the Chief of Section, IMS/Library, with a secondarily line to ICTS (co-supplier).
               
Responsibilities
Within delegated authority, the Information Management Officer will be responsible for the following duties:

•Provides advisory services on record-keeping practices include: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
•Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
•Conducts the deployment of Unite Docs, the Enterprise Document and Records Management System, throughout UNOG departments and offices starting with the Division of Conference Management, in liaison with the DCM main Focal Point, the UNOG Information Communication and Technology Services (ICTS) and the Office of Information and Communications Technology (OICT/UNHQ)
•Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
•Develops detailed system and other functional specifications and standards from the recordkeeping perspective and user documentation for new systems.
•Develops training materials and user manuals; trains staff in use of the record-keeping system assigned.
•Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records;
•Understands, keeps current with and applies preservation techniques and strategies for records in all media.
•Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
•Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritisation of preservation and description programme requirements.
•Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
•Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
•Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
•Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
•Performs other related duties, as required.
               
Competencies
               
PROFESSIONALISM
Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

COMMUNICATION
Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

PLANNING AND ORGANIZING
Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
                
Education
Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science, business administration or related field. A first-level university degree in combination with two additional years of qualifying work experience may be accepted in lieu of the advanced university degree. Certification in project management (PRINCE2, PMP or equivalent) is desirable.
               
Work Experience
A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Experience with the implementation of an electronic document and records management system is desirable. Experience with training and change management is desirable.
               
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, Fluency in English and French is required. Knowledge of another UN official language is an advantage.
               
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
               
Special Notice
• A current staff member who holds a fixed-term, permanent or continuing appointment may apply for temporary positions no more than one level above his or her current grade. However, a current staff member who holds an appointment at the G-6 or G-7 level may also apply to temporary positions in the Professional category up to and including the P-3 level, subject to meeting all eligibility and other requirements for the position. A staff member holding a temporary appointment shall be regarded as an external candidate when applying for other positions, and may apply for other temporary positions at any level, subject to section 5.7 below and staff rule 4.16 (b) (ii). Therefore, a staff member holding a temporary appointment in the General Service or related categories may only apply to positions within those categories. For full information on eligibility requirements, please refer to section 5 of ST/AI/2010/4Rev.1 on Temporary Appointments. In its resolution 66/234, the General Assembly further “stressed that the Secretary-General should not recur to the practice of temporarily filling posts in the Professional and higher categories with General Service staff members who have not passed the General Service to Professional category examination other than on an exceptional basis, and requests the Secretary-General to ensure that temporary occupation of such posts by the General Service staff shall not exceed a period of one year, effective 1 January 2013…” Consequently, eligible candidates in the General Service or related categories for temporary job openings in the Professional category that have not passed the competitive examination may be selected only on an exceptional basis endorsed by the Office of Human Resources Management where no other suitable candidate could be identified.

• Upon separation from service, including, but not limited to, expiration or termination of, or resignation from, a fixed-term, continuing or permanent appointment, a former staff member will be ineligible for re-employment on the basis of a temporary appointment for a period of 31 days following the separation. In the case of separation from service on retirement, a former staff member will be ineligible for re-employment for a period of three months following the separation. This equally applies, mutatis mutandis, with respect to a former or current staff member who has held or holds an appointment in another entity applying the United Nations Staff Regulations and Rules and who applies for a temporary position with the Secretariat.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

• Subject to the funding source of the position, this temporary job opening may be limited to candidates based at the duty station.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. An external candidate selected for this position is bound by the prevailing condition of the staff selection system under ST/AI/2010/3, as amended, and ST/AI/2010/4/Rev.1. A staff member holding a temporary appointment who is recruited in the Professional and above categories on a temporary appointment, and placed on a position authorized for one year or longer may not apply for or be reappointed to his/her current position within six months of the end of his/her current service. This provision does not apply to staff members holding temporary appointments and placed on positions authorized for one year or more in duty stations authorized for peacekeeping operations or special political missions.

• The expression “Internal candidates”, shall mean staff members who have been recruited after a competitive examination under staff rule 4.16 or after the advice of a central review body under staff rule 4.15.

• Please note that candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.

• For information on special post allowance, please refer to ST/AI/1999/17. For more details on the administration of temporary appointments please refer to ST/AI/2010/4/Rev.1.

• The Staff Regulations, Staff Rules and administrative issuances governing staff appointments can be viewed at: http://www.un.org/hr_handbook/English

• Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.

• Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
               
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 or sexual abuse, or crimes other than minor traffic offences, 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.

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.

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.
               
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.

Thursday, March 8, 2018

Principal Documents and Records Management Officer. ADB, Abidjan. Open until 9 March 2018

  • Position title: Principal Documents and Records Management Officer
  • Grade: PL4
  • Position N°: 50001400
  • Reference: ADB/18/022
  • Publication date: 26/02/2018
  • Closing date: 09/03/2018
  • Country: Côte d’Ivoire

  • Objectives


    THE BANK:
    Established in 1964, the African Development Bank is the premier pan-African development institution, promoting economic growth and social progress across the continent. There are 80 member states, including 54 in Africa (Regional Member Countries).  The Bank’s development agenda is delivering the financial and technical support for transformative projects that will significantly reduce poverty through inclusive and sustainable economic growth. In order to sharply focus the objectives of the Ten Year Strategy (2013 – 2022) and ensure greater developmental impact, five major areas, all of which will accelerate our delivery for Africa, have been identified for scaling up, namely; energy, agro-business, industrialization, integration and improving the quality of life for the people of Africa. The Bank is seeking to build a management team that will lead the successful implementation of this vision.


    COMPLEX:

    The President plans, supervises and manages the business of the Bank Group. Under the direction of the Boards of Directors, the President conducts the business of the Bank and the African Development Fund and manages operations and activities in accordance with the Agreements establishing the African Development Bank and the African Development Fund. The President supervises several Departments and Divisions including Office of the President; Independent Development Evaluation Department; Integrity and Anti-Corruption Department; Compliance Review and Mediation Department; Secretariat to the Sanctions Appeals Board; Administrative Tribunal; Office of the Auditor General; Group Risk Management Function Directorate; General Counsel and Legal Services Department; Communication and External Relations Department; Ethics Office and Office of the Secretary General & General Secretariat.


    THE HIRING DEPARTMENT/DIVISION:

    The role of the Banks' Office of the Secretary General and the General Secretariat is to facilitate the delivery of the objectives of the Bank's Ten Year Strategy, High 5s, and Development and Business Delivery Model by enhancing the decision-making process of the governance organs and forging better working relationships with the shareholders and host countries of the Bank. The Secretary General and the General Secretariat comprises: (i) the Office of the Secretary General which has the additional responsibility of managing the Records Management and Archives Section and the Corporate Governance Policy and Shareholder Relations Section; (ii) a Board Affairs and Proceedings Division; (iii) a Protocol, Privileges and Immunities Division; and (iv) a Conferences and Meetings Division.



    THE POSITION:

    Within the General Secretariat, the role of the Principal Documents and Records Management Officer is to:
    -  Safeguard the Bank's institutional memory and to ensure the management of all archives, including documents of historical value and vital documents of the Bank Group.
    -  Contribute to the development and implementation of the document management policy, and the collection, conservation, processing, communication and enhancement of the archives.
    -  Establish and maintain in a centralised structure a classification system encompassing all types of Bank documents in a central location accessible to Bank officials and other users; and
    -  Ensure the coordination of archive processing throughout the Institution.

    Duties and responsibilities

    The Principal Document and Records Management Officer is responsible for implementing the document management policy, and the collection, conservation, processing, communication and enhancement of the archives.
    He /She will be in charge of the following main activities:



    1.  Archival processing: safeguarding, filing, archival description, sorting, destruction, establishing inventory and the archive directory;
    ·  Develop, review and implement archiving policies and procedures in accordance with international standards for records and records management, ISO-15489 and ISAD (G).
    ·  Develop and implement classification plans and timelines for the conservation of Bank documents, in collaboration with other Bank units;
    ·  Developing identification tools such as compendia of the Bank's key documents (resolutions of the Boards of Governors and Boards of Directors, documents on the replenishment of the African Development Fund and the Bank's overall capital increase).
    ·  Implement an electronic document management system of the Bank according to its life cycle: active documents, reports, historical archives and key documents;
    ·  Analyse and index documentary resources including archives to be conserved
    ·  Ensure quality assurance of documents integrated in the DARMS system for easy access
    ·  Develop new management systems for semi-active and inactive documents that computerise operations performed at the pre-archiving centre.
    ·  Analyse and evaluate the archives according to their administrative, legal, historical and even vital values for the institution 
    ·  Coordinate the filing, indexing, digitisation and disposal of obsolete records with expired conservation periods
    ·  Determine collection procedures by ensuring that all semi-active and inactive documents are either transferred to the pre-archiving centre or eliminated 
    ·  Design, develop and update management tools 
    ·  Identify criteria for sorting and disposing of unnecessary documents 



    2.  Coordinate with services that produce documents to be archived: advice, awareness-raising, training, development of payment procedures, internal use of information:
    ·  Advise organisational units on methods of managing their archives;
    ·  Advise users on how best to access archives through training and information sessions on the Bank's records management systems;
    ·  Collaborate in setting the conservation periods for their documents.



    3.  Physical records management and administrative management of the Archives Section
    ·  Organise flows, control conservation spaces, preventive and mitigating conservation:
    ·  Coordinate and oversee the activities of the Section: (a) assessing staffing requirements, organising technical training as required; (b) estimating material needs for filing and archiving.


    4.  Communication of archived information and documents:
    Provide reference and information services on internal documents and archives of the Bank to all internal users: search the DARMS system to respond to user requests.



    5.  Storage of electronic archives 
    Set up a modern, robust and secure archiving program for all the Bank’s archives: archive document capture at the source (workstations), e-mail archiving, identification of reliable, adapted, long-term storage media.

    Selection Criteria


    1.  Hold at least a master's degree or equivalent degree or diploma in one of the following fields: Archival, Information Science or any other related fields; possess in-depth knowledge and practice in archival management; a qualification or knowledge of the law would be an added advantage;
    2.  Proof of at least six (6) years of relevant experience in the field of records management and the Electronic Records Management System (EDRMS) 
    3.  Experience in the private sector or an institution similar to the Bank would be an added advantage;
    4.  Experience working in international, multicultural environments;
    5.  Knowledge in setting up archiving procedures, ability to review and implement the Bank's archiving policy where appropriate;
    6.  In-depth knowledge of integrated document management in general, management of institutional archives: processing, conservation, description and dissemination at internal and external levels.
    7.  Ability to lead a team, good listening skills;
    8.  Ability to develop effective interpersonal relationships, strong negotiation skills;
    9.  Ability to cooperate, with authority, with other units of the Bank;
    10.  Ability to work in a team, strong organisational skills and a meticulous worker
    11.  Ability to communicate effectively in both written and spoken English or French with a good working knowledge of the other language;
    12.  Proficiency in standard Microsoft software (Word, Excel, Access, Power Point); knowledge of SAP would be a plus.
    THIS POSITION IS CLASSIFIED INTERNATIONAL STATUS AND ATTRACTS INTERNATIONAL TERMS AND CONDITIONS OF EMPLOYMENT.


    To apply for this position, you need to be national of one of AfDB member countries.