INFORMATION MANAGEMENT OFFICER

Contract

This is a P-3 contract. This kind of contract is known as Professional and Director staff. It is normally internationally recruited only. It's a staff contract. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be between 140,639 USD and 184,155 USD.

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.

Org. Setting and Reporting This position is located in the Central Records Unit of the Executive Office of the Secretary General (EOSG). The primary role of the Central Records Unit (CRU) is to distribute and catalogue official correspondence addressed to the Executive Office of the Secretary-General, manage records and information, maintain systems access and provide information management services to the office, including advice on management of sensitive information, system design and deployment, analytical services and training.

The EOSG, under the guidance of the Secretary-General (SG), work as a team pursuing in a cohesive and coherent manner, the SG’s vision, priorities and policies for his second mandate in office. It seeks alignment of the United Nations family with the SG’s vision, priorities and policies. It is guided by the necessity of securing the highest standards of efficiency, competence and integrity and of achieving gender and regional balance among staff.

All EOSG unit will support the EOSG senior officials, as appropriate, depending on the tasks at hand, regardless of which senior official they formally report to, and will work together through a matrix team approach, as necessary, to ensure EOSG leads by example on integration and cross-pillar work.

Responsibilities Within delegated authority and under the supervision of the Chief, Management and Administration Unit, the Information Management Officer will serve as the Head of the Central Records Unit and will be responsible for the following duties:

- Provides advisory services to the EOSG on all aspects of information and records management practices, including: needs and business process analysis; information sensitivity, organization, classification and handling; correspondence workflows; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications;

- Provides technical, policy and operational advice to senior EOSG colleagues on a range of issues including information management, sensitive information management, correspondence handling, information technology, systems development and deployment, cybersecurity, and others.

- Prepares or contributes to various written reports, talking points, documents, and communications related to those areas. Drafts inter-office memoranda, notes and other documents for review and approval. Develops and implements standard operating procedures.

- Manages the intake, classification, dissemination, filing and disposition of correspondence-related and other records for the EOSG ; while ensuring quality control, efficient and timely processes;

- Oversees the information technology support function and provides guidance to ensure that the deployment of tools supports EOSG information management needs;

- Supervises performance and guides staff responsible for the intake, classification, dissemination, filing, and disposition of correspondence-related and other records for the EOSG;

- Evaluates existing document and records management systems and tools. Researches, analyses and evaluates new information management technologies and workflows and makes recommendations for their deployment in order to ensure efficient access to information by EOSG units;

- Provides regular updates to the EOSG Correspondence Manual, maintains routing matrixes and other internal records and information management guidance, in coordination with EOSG Units;

- Liaises with other Departments as needed, to ensure the consistency of correspondence and editorial standards; Establishes and maintains contacts with counterparts in other Departments, UN Agencies, diplomatic missions and others necessary to effectively manage the distribution and management of correspondence in EOSG;

- Participates in information management and analytics improvement projects in the EOSG, for both electronic and paper records; leads and manages application development and improvement projects using Microsoft PowerApps and other platforms;

- Trains staff in the use of correspondence, document and records management systems, metadata standards, and organizational information management policies and standards; develops training materials and user manuals; provides user support;

- Maintains EOSG access and declassification standards by liaising with EOSG units regarding decisions on access to and the classification of sensitive information within the EOSG; provides advice and training on sensitive information management and suggests improvement approaches.

- Serves as the primary focal point on specific topics or policy-related issues, such as business process improvement, information technology issues (e.g., cybersecurity); represents EOSG in various working groups, boards, and other fora.

- Performs other related duties, as required.

Competencies PROFESSIONALISM: Knowledge of information and records management (including electronic records management) principles and standards, system analysis and design. Knowledge of correspondence management and processing in the UN Secretariat. Thorough knowledge of the UN Secretariat’s information management policies and procedures, including sensitive information. Knowledge of business process improvement methodologies. Ability to assess and define business needs for the development of technology systems and tools to support workflow/business processes and to act as an interface between the substantive and technology components of the process. Excellent problem-solving skills, including with analytics, and application development and deployment. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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. Ability to supervise staff and build and maintain a cohesive team. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

PLANNING AND ORGANIZAING: 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 limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology.

Education Advanced university degree (Master's degree or equivalent) in information science, information technology, information and records management, or related area. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.

Work Experience A minimum of five years of progressively responsible experience in information management, records management (including electronic records management), information technology or related field is required.

A minimum of three years of experience in document management is required.

Experience with the processing of sensitive and confidential information is required.

Experience with data processing and large document management systems/databases/platforms, including Unite Docs and Microsoft SharePoint Online is desirable.

Experience managing information in an UN Secretariat’s Front Office is desirable .

Supervisory experience in the UN system is desirable.

Languages Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required. For this position fluency in written and oral English is required. Knowledge of French is desirable.

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 364 days with possibility of extension.

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.

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.

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 disabilities 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.

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

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.