RECORDS COORDINATOR

Contract

This is a G-5 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 5 years of experience, depending on education.

Salary

The salary for this job should be more than 2,736 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 The Information and Communication Technology (ICT) Section falls under the auspices of the Bureau of Administration and Services (ADB) and is headed by the Chief Information Officer (CIO) who has responsibility for planning, developing and implementing an information management strategy, setting and enforcing common ICT standards throughout the Organization. ICT strives to maximize stakeholder's satisfaction by ensuring quality service delivery in all operations and by adopting best practices in the governance and management of Information systems, cloud service providers, and resources. ICT’s work as enablers (of the most appropriate ICT to match ICAO's needs), should reflect in every facet of the Organization's operations, advancing and fostering an environment of collaboration and sharing.

The Records Management Systems (RMS) 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. 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 the Data Management Officer and supervises a Records Coordinator, a State letter Coordinator, an Archives and Digital Capture Coordinator Clerk, a Registry Clerk, a Digital Capture Assistant and a Digital Capture Clerk.

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

Responsibilities Function 1 (incl. Expected results) Coordinates the recording of official correspondence, achieving results such as: - Classify and file official email and e-fax correspondence according to the ICAO File Guide into the Records Management System (RMS). - 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. - 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. - Open new volumes of paper files containing vital records.

Function 2 (incl. Expected results) 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. - Advise users and RMS Focal Points on procedural updates for classification and minutes improvement. - Assist the RMS Supervisor on training/coaching of RMS staff.

Function 3 (incl. Expected results) Assists Archives operations, achieving results such as: - Assist with the periodic review of registry records according to the retention schedule. - Process transfers of official inactive paper files. - Close paper registry files and ensure their integrity. - Update REGIS in accordance with transfer of paper files. - Manage storage space of archival registry files.

Function 4 (incl. Expected results) Assists RMS Focal Points and users of records and archives, achieving results such as: - Advise HQ RMS Focal Points and users on the procedures for records management. - Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public. - Answer queries and provide assistance for requests related to records in RMS, REGIS and Archives. - Make arrangement for loan services of archival documents including paper registry files, working papers, ICAO documents, etc.

Function 5 (incl. Expected results) 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 6 (incl. Expected results) Performs other related duties, as assigned.

Competencies Professionalism: Sound knowledge of ICAO structure, documentation and records management highly desirable; familiarity with Microsoft applications: SharePoint, Outlook, Excel, Word; 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.

Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

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.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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 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.

Work Experience - A minimum of five years’ experience, preferably within the United Nations system or in an international organization, in Records Management and Archives is required.

• Experience with digital capture of documents and record classification is required.

• Experience in following and applying organization policies, guidelines and procedures is required.

  Languages Essential Fluent reading, writing and speaking abilities in English.

Desirable A working knowledge of any other languages of the Organization (Arabic, Chinese, French, Russian, Spanish).

Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice Please note that this is a locally-recruited position and restricted to Canadian Citizens, Permanent Residents of Canada and applicants with a work permit. It should be noted that this post is to be filled on a fixed-term basis for an initial period of three (3) years (first year is probationary for an external candidate). ICAO staff members are international civil servants subject to the authority of the Secretary General and may be assigned to any activities or offices of the Organization within the duty station. ICAO staff members are expected to conduct themselves in a manner befitting their status as international civil servants. In this connection, ICAO has incorporated the 2013 Standards of Conduct for the International Civil Service into the ICAO Personnel Instructions. ICAO offers an attractive benefit package to its employees in accordance with the policies of the International Civil Service Commission (ICSC),

The statutory retirement age for staff entering or re-entering service after 1 January 2014 is 65. For external applicants, only those who are expected to complete a term of appointment will normally be considered.

Remuneration: Level Net Base Salary per annum G-5 CAD 43,269

United Nations Considerations In accordance with ICAO Staff Regulations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Due regard shall be paid to the importance of recruiting staff on as wide a geographical basis as possible and ensuring equal gender representation. Subject to the foregoing, selection of staff members shall be made without distinction as to race, sex or religion, nor shall there be any discrimination on account of any disability of a candidate who meets the qualifications required to perform the tasks. Unless otherwise permitted under the ICAO Staff Regulations, appointment and promotion of staff members shall be made on a competitive basis.

Candidates will not be considered for employment with ICAO 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.

Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

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 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 in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee ICAO does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.