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 United Nations Joint Staff Pension Fund was established in 1949 by the United Nations General Assembly to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. The Pension Fund pays benefits in 17 currencies to more than 80,000 beneficiaries who reside in 190 countries, and services more than 140,000 participants who work in the 24 member organizations of the Pension Fund. The Fund has offices in New York (United States) and Geneva (Switzerland) and two liaison offices in Nairobi (Kenya) and Bangkok (Thailand), respectively. The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) comprises about 250 staff from diverse countries and cultures, based across four prominent duty stations (New York, Geneva, Bangkok, and Nairobi). We are a career employer offering unique opportunities for growth within the United Nations system. We offer staff competitive benefits, including up to six weeks of annual leave per year, a defined benefit pension plan (not subject to variation of capital markets), parental leave, a comprehensive insurance plan, and flexible working arrangements subject to operational requirements. Our office is located in the heart of Manhattan, within walking distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjöld building). Visit www.unjspf.org for more details. The position is located at the Operations Support Section, Records Management and Quality Control Unit (RMQCU), under the Operations Service of the United Nations Joint Staff Pension Fund (UNJSPF) Secretariat. The incumbent reports to the Chief, Records Management and Quality Control Unit.

Responsibilities

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)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; (c)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; (d)indexing incoming correspondence with the participant/retiree/beneficiary’s unique i.d. number; (e)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 RMU participation inboxes; the Certificate of Entitlement process, handling of any mass mailing as and when required etc. 4. Performs other functions, which involve: (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 (j) assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making (k) assists with visualizations and updating information material such as web pages or brochures

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 analyse a wide variety of data. Ability to identify and resolve data discrepancies and other problems. Ability to perform analysis, modeling and interpretation of data in support of decision- making. 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.

Job - Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of of progressively responsible experience in archives, electronic records management or related area is required. The minimum years of relevant experience is reduced to five (5) for candidates who possess a first-level university degree or higher. Experience in records keeping and information management is required. Experience in pension related records management is desirable. 1 year or more of experience in data analytics or related area is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English 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

This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. 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.

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.