Digital Capture Assistant

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education.

Salary

The salary for this job should be more than 2,517 USD.

Please keep in mind that the salary displayed here is an estimation by UN Talent based on the location and the type of contract. It may vary depending on the organization. The recruiter should be able to inform you about the exact salary range. In case the job description contains another salary information, please refer to this one.

Org. Setting and Reporting The International Civil Aviation Organization (ICAO) sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security and environmental protection. To that effect, ICAO is a knowledge-based organization engaged in the development of intellectual property. The Information and Communication Technology Section (ICT), under the management of the Chief, ICT Section (C/ICT), is a service provider, which plans, acquires or develops and manages the organization’s enterprise applications and systems. Key activities of the Section include the establishment of core infrastructure and network services; software development and support for enterprise applications; Enterprise Architecture and Project Management; Enterprise Resource Planning (ERP) system support, Web management as well as Regional Offices (RO) support. The Records Management Systems (RMS) team is responsible for the provision of electronic Records Management (RM) services and Archives for Bureaus at Headquarters and of RM services to Regional Offices. RMS team is also responsible for the distribution of State letters and Electronic Bulletins to States and International Organizations. The incumbent of the position reports directly to the Supervisor, Records Management Systems team (S/RMS), with whom s/he consults on complex cases.

Responsibilities Function 1 (incl. Expected results) Identifies proper equipment and software, and prepare paper documents for digital capture, achieving results such as: - Identify suitable hardware and software for each job. Set up equipment prior to initiation of each job. - Prepare all documents by removing staples, paper clips, sticky notes and book bindings whenever appropriate. - Check and fine-tune paper for proper scanning by ensuring edges and corners are not folded and secure with tape any torn edges. - Identify and label fragile documents and/or oversized documents to be scanned on special equipment. - Produce a batch of documents ready for scan.

Function 2 (incl. Expected results) Identifies document type, scan and index documents, achieving results such as: - Identify document type and select corresponding metadata procedure. - Assess the quality of originals and adjust scanning parameters accordingly, including the language for optical character recognition (OCR). - Process batches of documents, by scanning, applying OCR and consolidating files if necessary. - Indexing as per pre-defined metadata procedure and submit the digital documents to the review queue for quality control. - Conduct first-pass quality control on scanned documents. - Resolve scanning and indexing quality issues through re-scanning, correction and resubmission of documents.

Function 3 (incl. Expected results) Assists digital capture operations, achieving results such as: - Assist with the periodic review of working plans. - Assist with maintenance of equipment. - Generate periodic reports when required. - Identify document specification errors and report them.

Function 4 (incl. Expected results) Re-assembles and archives original documents, achieving results such as: - Preserve original documents when required (vital records). - Categorize and label documents, which have been digitized. - Manage space required for original document preservation and store original documents in the appropriate location. - Dispose of originals past their retention schedule.

Function 5 (incl. Expected results) Reviews digital capture results from other staff, achieving results such as: - Approve digital documents that meet the quality criteria. - Reject capture jobs with poor image quality and re-submit them for corrective action. - Identify indexing/metadata errors and correct them.

Function 6 (incl. Expected results) Performs other related duties, as assigned.

Competencies Professionalism: Sound knowledge of documents and records management, and familiarity with Microsoft applications: SharePoint, Outlook, Excel and Word.; 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.

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.

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.

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.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education Completion of secondary level education.

Work Experience - A minimum of four (4) years of related work experience is required.

• Experience with digital capture of documents and record classification is required.

• Experience on following and applying organization policies, guidelines and procedures is required.

• Experience within the United Nations system or in an international organization is desirable.

• Experience with ICAO organizational structure is desirable.

  Languages Essential Fluent reading, writing and speaking abilities in English.

Desirable Knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit. It should be noted that this post is to be filled on a fixed-term basis for an initial period of one (1) year (first year is probationary for an external candidate). ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station. ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. The Standards of Conduct for the International Civil Service adopted by ICAO, which are applicable to all staff members, are defined in the ICAO Service Code (Staff Regulations). ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC). The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

Remuneration: Level Net Base Salary per annum G-4 CAD $39,611

United Nations Considerations In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO 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.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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 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 in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.