INFORMATION MANAGEMENT ASSISTANT

Org. Setting and Reporting

This position is located in the in the Field Technology Services (FTS) of the United Nations Multidimensional Integrated Stabilization Mission in the Central African Republic (MINUSCA), duty station Bangui. The Information Systems Assistant will report to the Information Systems Officer.

Responsibilities

Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties:

Archives and Records Management • Oversee and manage the field mission records (physical and electronic) in line with ARMS guidelines; ensure that documentation is properly stored, securely maintained, and available for reference by authorized staff members. • Oversee records accessioning operations by supervising and guiding staff in receiving transfers; ensure the application of retention schedules and the establishment of links to previous accessions. • Manage records storage operations by approving space allocations and associated accessions and database updating; respond to problems that arise with solutions; and monitor environmental quality controls. • Report to UN Headquarters concerning documentation held in the mission Records Centre and coordinates the transfer of archives documentation to UNHQ as required. • Manage document disposals by coordinating with relevant staff; ensure the proper preparation of background information; supervise the staging of records for disposal. • Provide training on and manage the Electronic Data Management Framework (EDMF) for the safekeeping of both electronic records and the list of physical records. • Establish archival procedures and supervise archival arrangements and description operations performed by Unit staff.

Mission Communications • Oversee and manage the processing of incoming and outgoing Code Cables and Mission Faxes. • Assist, together with various sections, to maintain and update the COMET distribution lists for the distribution of Faxes within the Mission. Manage content updates on the field mission intranet (COSMOS) and public website ensuring all mission staff have access to mission communications.

Mail and Pouch • Oversee and manage the Mail and Pouch for all incoming and outgoing Diplomatic Pouch, normal mail services and other special delivery service from UNMOGIP HQ to different Field Stations.

Documents • Decide on changes in practices and procedures in order to improve efficiency and effectiveness of services provided. • Evaluate statistics on services, systems, and workload of the Unit; and prepare related reports for the supervisor and senior management, making improvements and changes where required.

General Administration • Supervise staff members of the Information Management Unit (Mail and Pouch and Information Management functions). • Supervise and provide work direction and guidance to Unit staff; manage and coordinate Unit activities; monitor staff performance and prepare performance evaluation reports for staff supervised. • Prepare budget submissions related to the operation of the Information Management Unit; draft narrative justifications for the proposed budget; and monitor budget expenditures once approved. • Consult and advise other units/sections throughout the field mission to identify and plan the provision of information management services, and ensure the efficient provision of such services. • Assesses and evaluates the costs of all services received, and provides reports as required on trend of costs and variations in the billing of all services being utilized. • Prepare work output and progress reports on the work of the Unit for the supervisor and senior management.

• Perform other duties as assigned by Supervisor.

Competencies

Professionalism: Familiarity with all of the unit’s business operations and objectives. 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; 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 area 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.

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 is required.

Job - Specific Qualification

Certification/diploma of other supplemental academic qualifications or training in information Management or Telecommunications is required. Please attach in the attachment section.

ITIL and Prince 2 certificates are desirable. Please attach in the attachment section, if you have them.

Work Experience

At least eight (8) years of progressively responsible experience in the field of information, archives, records management work, telephone billing and administration or related area is required.

A minimum of four (4) years in using a telephone billing system is required.

Experience in coordinating and implementing Information Management related tasks is desirable.

Experience in international operations in a post conflict environment is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written of English is required. Knowledge of French is desirable.

Assessment

Previously rostered candidates are not subject to any further assessment and as such, will not be invited for such an assessment.

Special Notice

This "Recruit from Roster" job opening is only open to roster applicants who are already placed on pre-approved rosters, following a review by a United Nations Central Review Body. Only roster applicants who were placed on rosters with similar functions at the same level are considered to be eligible candidates. Eligible applicants receive an email inviting them to apply. Rostered applicants are encouraged to apply only if they are interested and available to take up the position at the duty station/s specified in the Job Opening. Applying to this job opening carries an expectation to accept the offer, if selected.

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.

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.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions.

Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.