Records Coordinator

Result of Service Coordinates the recording of official correspondence, Assists State Letter Coordinator to distribute the ICAO State Letter (SL) and Electronic Bulletins (EB), Reviews RMS operational lists, Reviews RMS operational lists, Monitors issues with records classification and processing.

Work Location Montreal

Expected duration It should be noted that this consultancy is to be filled for an initial period of Six (6) months with a possibility of extension.

Duties and Responsibilities THE ORGANIZATIONAL SETTING

The Records Management System (RMS) team is subordinate to the Business Applications and Services Unit (BAS), part of Information Management and General Administrative Services (IAS) within the Bureau of Administration and Services (ADB) in ICAO.

The team is responsible for the provision of electronic Records Management (RM) services and Archives for Bureaus at Headquarters and of RM services to Regional Offices. The RMS team is also responsible for the distribution of State letters and Electronic Bulletins to States and International Organizations. The RMS Supervisor (S/RMS) reports directly to Head, BAS (H/BAS) and supervises a State letter Coordinator, a Records Coordinator, a Registry Clerk, an Archives Clerk, a Digital Capture Assistant and two Digital Capture Clerks .

The incumbent of the position reports directly to the Supervisor, Records Management Systems team (S/RMS), with whom s/he consults on complex cases.

MAJOR DUTIES AND RESPONSIBILITIES

Function 1 Coordinates the recording of official correspondence, achieving results such as: - Capture official paper correspondence through scanning and optical character recognition, classify and index correspondence according to the ICAO File Guide and submit the resulting record for validation. - Classify and file official email correspondence according to the ICAO File Guide into the Records Management System (RMS). - Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS. - Identify official paper correspondence as vital records, classify and submit them to REGIS for Legal Affairs and External Relations Bureau (LEB) and Office of the Secretary General (OSG). - Request and file translated versions of non-English correspondence into the RMS. - Assist OSG, LEB, and other bureaus to classify the correspondences for the Assembly.

Function 2 Assists State Letter Coordinator to distribute the ICAO State Letter (SL) and Electronic Bulletins (EB), achieving results such as: - Coordinate the paperless processing of SL and EB through the State Letter System (SLS) and Electronic Documents and Enquiry Network System (EDEN). - Compose SL/EB email message for verification and approval by originators before distributing SL/EB via e-mail to external SL Coordinators in states and international organizations. - Maintain records of SL/EB correspondence along with distribution reports in the appropriate RMS registry files.

Function 3 Reviews RMS operational lists, achieving results such as: - Update and maintain accurate and complete operational lists. - Follow up with ICAO State Letter Coordinator and users to ensure accurate filing information updated. - Monitor change requests for RMS operational lists.

Function 4 Monitors issues with records classification and processing, achieving results such as: - Identify errors on record classification and minutes. - Register and process corrective actions to ensure consistency and accuracy of records.

Function 5 Performs other related duties, as assigned.

Qualifications/special skills Academic Qualifications: Essential Completion of secondary education.

Desirable A diploma of college studies (DEC), or equivalent, in a related field or recognized qualifications in records management and information management.

Experience: - A minimum of three years’ experience, preferably within the United Nations system or in an international organization, in Records Management and Archives. - Experience with digital capture of documents and record classification. - Experience in following and applying organization policies, guidelines and procedures.

Language: Essential - Fluent reading, writing and speaking abilities in English.

Desirable - A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, or Spanish).

Additional Information Please note that the monthly rate for Band A varies from $3,991 to $5,172.

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.