INFORMATION MANAGEMENT ASSISTANT

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. More about G-6 contracts.

Org. Setting and Reporting The position is located in the Central Records Unit (CRU) of the Executive Office of the Secretary-General (EOSG). The incumbent reports to the Chief of the CRU. The primary role of the Unit is to receive, register and efficiently process all correspondence addressed to EOSG stakeholders. The CRU acts as an official repository of EOSG records and performs retrieval functions. The Unit also undertakes variety of information management, and business process improvement projects and is expanding its analytics capabilities.

Responsibilities Within delegated authority and under the direct supervision of the Chief of the Central Records Unit (CRU), the Information Management Assistant is expected to perform the following duties:

• Screens, prioritizes and logs incoming correspondence, monitors and clears the SGCentral shared e-mail account; decides, according to existing procedures on the appropriate course of action for various messages, including logging for action, logging for information, forwarding to other offices, Departments, Funds and Programmes; performs database searches to retrieve correspondence; exercises quality control function for all correspondence logged by the CRU staff in the Unite Correspondence; receives, handles, processes and classifies sensitive information.
• Assists in managing other activities and work processes to ensure that management directives and decisions are properly carried out and services are delivered timely; identifies and brings sensitive and urgent issues to the attention of the Chief of CRU.
• Establishes/improves standard operating procedures on correspondence distribution, information management, use of information systems and maintenance of data in the EOSG to ensure smooth functioning of the Unite and the other document and information management (paper and electronic) systems.
• Contributes to the preparation of reports based on EOSG needs and requirements for correspondence reporting and analysis; contributes to the preparation of data sets, being responsible for the acquisition and initial cleaning of data from primary and secondary data systems used.
• Contributes to the creation and maintenance of databases, contributes to data collection projects products, tools and processes to extend the capabilities of client offices.
• Oversees information management and business process analysis projects to enhance management and flow of EOSG's information and correspondence.
• Liaises with the ICT Service Provider with regards to any technical IT-related issues, including databases and email systems performance issues.
• Manages, updates and further develops internal databases and spreadsheets; maintains the Unite Docs access and distribution groups in iNeed system to ensure data is up to date.
• Provides IT training to EOSG end-users, including on the use of standard databases and systems (e.g., Unite Docs, SharePoint Online and Umoja).
• Provides Unite Docs/Correspondence troubleshooting services to EOSG end-users, including identification of problems and solutions and/or liaising with the OICT to ensure prompt resolution of the problem.

• Performs other related work as and when necessary.

  Competencies PROFESSIONALISM: Thorough knowledge and understanding of the organization and the organizational structure and respective roles of related units, departments and agencies. Ability to apply various operational and administrative policies, practices and procedures, including those of information and records management field as well as Unite documents/content management system; ability to search databases, select and summarize information is required. Ability to exercise tact and discretion in dealing with confidential matters; Ability to handle and manage sensitive information and knowledge of the organizational policies on that matter; Efficiency in meeting commitments, observing deadlines and achieving results. Demonstrated use of initiative and creativity to effectively attain objectives. Ability to identify issues, formulate opinions, make conclusions and recommendations. Ability to interpret and analyze a wide variety of data and information. Uses analytical skills and experience to assist in organizing, managing, and disseminating of information with attention to detail and accuracy Speaks and writes clearly and effectively. 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.

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.

TECHNOLOGICAL AWARENESS: Expert knowledge of Microsoft O365 suite applications, including SharePoint Online and the FileNet-based applications (Unite Docs), as well as data analysis, modelling and visualization software (e.g., PowerBI/Qlick or similar). 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.

Education High school diploma or equivalent is required.

Work Experience A minimum of seven years of relevant experience in information/records management/data entry and analysis such as working with file classification schemes, catalogue systems and large, complex databases is required.

Experience in preparation and cleaning datasets, and preparation of analytical reports is required.

Experience working within the EOSG or similar high-level office in international organization managing information is required.

Experience in information management projects, including development and implementation of file classification schemes is desirable.

Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in spoken and written English is required.

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

Special Notice This position is temporarily available for 365 days.

If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

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.

Passing the Global General Service Test (GGST) is a pre-requisite 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. Having passed the Administrative Support Assessment Test in English at the United Nations Headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International Criminal Tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

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.

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

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. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

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.

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 disability. Reasonable accommodation for applicants with disability 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.

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.