INFORMATION MANAGEMENT ASSISTANT

This opening expired 1 year ago. Do not try to apply for this job.

UNJSPF - United Nations Joint Staff Pension Fund - Pension Administration

Open positions at UNJSPF / Open positions at UNJSPF
Logo of UNJSPF

Application deadline 1 year ago: Wednesday 20 Apr 2022 at 23:59 UTC

Open application form

Contract

This is a G-6 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 6 years of experience, depending on education.

Salary

The salary for this job should be more than 7,942 USD.

Salary for a G-6 contract in Geneva

The salary of a G-6 depends on the duty station. The minimum salary there is 7,186 CHF (~7,942 USD) Please note that depending on the location, a higher post adjustment might still result in a lower purchasing power.

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.

More about G-6 contracts.

Org. Setting and Reporting This position is located in the Records Management and Quality Control Unit (RMQCU) within the Operations Support Section, UNJSPF Geneva office. The Information Management Assistant reports to the Chief of RMQCU under the general supervision of the Chief of Operations Support Section.

Responsibilities The incumbent will be responsible for the following duties:

1. Maintains the Fund’s electronic central filing system, which involves: (a) reviewing the daily correspondence and communications received by the Fund by mail, e-mail or fax, which can be written in various languages, through the Fund’s electronic central filing system, examining the text, determining its meaning and type of action required; (b) Manages Separation Inbox in which Organizations and participants / beneficiaries send emails with Separation Documents to be uploaded for creation of appropriate workflows. Manages MSS Uploaded documents. Participates in Quality Control by vetting all incoming documents; (c) selecting the relevant document type and thereafter creating or generating the relevant workflow, according to the nature and content of the communication, and for each piece of correspondence, from various workflows, and ultimately creating a new case file or adding to an existing one; (d) assigning the destination of each piece of correspondence and relevant workflow for action to the appropriate work queue of one or more individuals and/or sections of the Fund secretariat on the basis of the type of action required, also assigning order of priority in accordance with the Fund’s policies; (e) indexing incoming correspondence with the participant/retiree/beneficiary’s unique ID number; (f) monitoring of batch jobs, scheduled and ad-hoc, as well as taking corrective actions or reporting to IT if required.

2. Maintains the Fund’s paper-based central filing system, which involves: (a) monitoring of the up-to-date records of the Funds’ off-site storage facilities, and ensuring that the Fund’s incoming and outgoing records are registered in the Fund’s database system; (b )ensuring that all hard-copies are sent to the Fund’s off-site storage facilities, as soon as they are scanned and indexed to the system; (c) ensuring that documents are assembled in storage boxes, corresponding barcodes are created in and arrangement is made for transportation of the documents from the Fund’s offices to the off-site storage facility; (d) ensuring that other items, such as paid checks, various pension booklets, annual letters etc, are sent for archiving; (e) ensuring the completeness and accuracy of documentation transferred to the paper-based central filing system; (f) ensuring that monthly storage invoice is reviewed and itemized to ensure its accuracy and validity; (g) participating in the maintenance of the Funds’ reference database; (h) overseeing the records retrieval, as needed, by providing the relevant information to the Fund’s archiving vendor.

3. Provides guidance to junior General Service staff, and assists in the supervision of staff in all the functions performed by the Unit, including the opening of mail as well as the batching, scanning and indexing of mail and other documents; the handling of the UNJSPF and RMQCU participation inboxes; the Certificate of Entitlement process, handling of any mass mailing as and when required etc.

4. Performs other functions, which involves: (a) ensuring that a sufficient stock of the Fund's informative publications and documents for clients (such as informative booklets) is available, and keeping an inventory of these publications and documents; (b) supervising the cleanliness and organization of the mail room, cabinets and stationery stand of the Section, and ensuring that there is sufficient stationery required for the Section's work; (c) filling in for absent support staff of the Unit; (d) responding to emergencies and arranging for the resolution of problems; (e) performing research, as required; (f) maintaining statistics on service and workload measures; (g) providing administrative support for the supervisor of the Unit, and undertaking other duties as assigned; (h) providing input to design of computer subsystems and testing their application; (i) assisting in the drafting of internal procedures and guidelines.

Competencies Professionalism: Knowledge of employee benefit schemes related to pension administration. Knowledge of archives or electronic records management. Ability to maintain accurate records, interpret and analyze a wide variety of data. Ability to identify and resolve data discrepancies and other problems. Shows pride in work and achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.

Planning & 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.

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 High school diploma or equivalent is required.

Work Experience A minimum of seven years of experience in archives, electronic records management or related area is required.

Experience in records keeping and information management is required.

Experience in pension related records management is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French is required. Knowledge of the other is required. Knowledge of another official United Nations language is an advantage.

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

Special Notice The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly.

The Pension Fund pays benefits in 17 currencies to about 80,000 beneficiaries who reside in more than 190 countries, and services more than 130,000 participants who work in the 25 Member Organizations of the Pension Fund.

The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat. Any candidate from a member organization of the UNJSPF applying for this post is considered as an internal candidate provided he/she has been appointed through the appointment and promotion procedures applicable in his/her respective organization.

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. The United Nations is Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

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.

Passing the United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

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.

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.

Added 2 years ago - Updated 1 year ago - Source: careers.un.org