Information Management Assistant

Contract

This is a UNV International Specialist contract. This kind of contract is known as International UN Volunteer. It is normally internationally recruited only. More about UNV International Specialist contracts.

The position is located in the Office of the Chief of Staff and reporting to the Information Management Assistant in the Office of the Chief of Staff and under the supervision of the Senior Advisor to COS (Operations) to assist with records management, archiving and updating central file system.

Please note that the contract duration will be subjected to the mission's mandate renewal, on yearly basis.

Within delegated authority, the Information Management Assistant will interact frequently with unit supervisors, plus archive, records management, and information technology staff throughout the field mission and staff in records originating and user offices plus other user clients. Responsibilities will include:

• Receiving, transmitting, and disseminating official correspondence to and from UNHQ, Host Government, UN Missions and other stakeholders, in accordance with established guidelines. • Capturing and sharing records as required into SharePoint Online and Unite Correspondence • Maintaining a paper-based and electronic central file system by creating new folders, applying disposition instructions and facilitating retrieval and access to records; • Participating in records management projects, assembling records and Archiving and records management for the Offices of the Chief of Staff and the Special Representative of the Secretary-General; • Providing assistance in managing records in line with ARMS guidelines; ensures that documentation is properly stored, securely maintained, and available for reference by authorized staff members. • Providing advisory services on recordkeeping practices, including organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures. • Assisting in the periodic transfer of scheduled records into the archives, ensuring the accuracy of transfer documentation and providing relevant assistance to the users regarding transfer preparations; • Serving as the Filing Classification resource, providing file descriptions and classifications according to the prescribed file plan; • Assisting with the management of UNMISS Best Practices Information resources in accession, disposition, description, and database updating activities as they relate to the mission's Best Practices projects; • Makes recommendations on changes to practices and procedures in order to improve efficiency and effectiveness of services provided. • Performing clearing house functions concerning maintenance of accession, disposal and location elements of the database; supervise the staging of records disposal, ensuring incinerator use for confidential documents. • Ensures confidentiality of information maintained by the Office • Supporting disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzing retention schedules and precedents in support of disposition decisions; • Researches, analyses and evaluates new applications of information technology to records management and makes recommendations for their deployment. • Assists with the provision of advice on how data can be utilized to improve decision making within the knowledge domain • Assist with search for approaches and methods that will lead to innovative data products; Assists with preparation of data products related to data analysis activities; drafts inputs for a wide range of documents/reports, briefings/debriefings, correspondence, etc., • Leads records digitization projects by scanning paper archives to archival/preservation standards. This includes related tasks such as transcoding/converting electronic files, uploading them to Section's databases, performing quality assurance and running Optical Character Recognition (OCR) software. • Participating in maintaining the Office’s reference database;
• Providing relevant technical support to users of information services; • Performing other duties as assigned by the supervisor(s).

• Integrity • Professionalism • Communications • Technological Awareness • Client Orientation

the field of Information and or records management; • Demonstrated knowledge of automated information systems applicable to archives, records management, data analysis and information networks. • Knowledge and familiarity with the United Nations structure and documentation an asset. • Excellent written and spoken English; Arabic or other second UN language desirable; • Solid computer skills, including full proficiency in various MS Office 365 applications (Excel, Word, SharePoint Online, Power BI and other Power Apps) IT applications and office technology equipment; • Have affinity with or interest in humanitarian relief, post-conflict situations, volunteerism as a mechanism for durable development, and the UN System. • Sound security awareness.

Living conditions vary between UNMISS duty stations. Each duty station where UNMISS has a field presence has basic residential camp facilities, which includes running water and electricity. Candidates should be aware that accommodation may be austere with the possibility of water shortages and power blackouts. On arrival in Juba accommodation will be on a share basis. Ablutions will also be shared. As the accommodation situation improves single unit accommodation, with an attached ablution, should become available in all locations. Hard wall accommodation is available in Juba.

All UNMISS duty stations apart from Entebbe, Uganda are considered non - family duty stations. The security level of UNMISS duty stations is classified by the UN Department of Safety and Security (UNDSS) who will brief on arrival. A number of locations in South Sudan are prone to conflict.

Primary health care services (preventive and curative) are provided in 11 United Nations Owned Equipment (UNOE) Level-I clinics, 21 Contingent Owned Equipment (COE) Level-I clinics, 4 COE Level-II medical facilities within the mission area and the establishment of contractual agreements for Level-III and Level-IIII care outside the mission area. The 4 Level-II facilities available in Juba, Bor, Malakal and Wau, run by the Troop Contributing Countries (TCC), take referrals from the Level-I clinics and provide hospital-based care.

The climate is tropical with a rainy season in many areas, which should normally span from around April to October. Ability to live and work in difficult and harsh conditions is essential.