Information Management Assistant

Vor 7 Tagen

Geneve, Schweiz United Nations Vollzeit

This position is located in the General Administrative Services Section in the Programme Support and Management Service in OHCHR, Geneva. The Information Management Assistant reports to the Information Management Officer (Records & Archives).

**Responsibilities**:
Within delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management
- Undertakes basic records management’s system’s administration duties.
- Conducts end-user training relating to standard electronic record keeping system in OHCHR.
- Registers incoming and outgoing records in electronic record keeping system.
- Participates in records management projects, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
- Assists in accessioning, disposition, description, and database updating activities as they relate to Section’s records-related projects.
- Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Section database.
- Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzes retention schedules and precedents in support of disposition decisions.
- Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
- Oversees internal records retrieval, loan, and reproduction and staff clearance operations.
- Supports external reference services by drafting routine responses to enquiries, including records reproduction transmittals, for approval of Unit Chief.
- Participates in maintaining the Section’s reference database.

Documents
- Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
- Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
- Provides document delivery services as required.

General
- Conducts research as requested by more senior staff.
- Provides relevant technical support to users of information services.
- Provides administrative support for the Unit and Section Chiefs and undertakes other duties as assigned.

Competencies

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.

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.

Work Experience

Experience in client support servicing is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English or French is required and knowledge of the other is also required. Knowledge of Spanish or Russian is desirable.

Assessment

Special Notice

THIS POSITION IS TEMPORARILY AVAILABLE FOR THREE (3) MONTHS.
- 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.
- Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

United Nations Considerations

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

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