Information Management Assistant

vor 2 Wochen

Geneve, Schweiz United Nations Vollzeit

This position is located in the Records Management and Quality Control Unit (RMQCU) within the Operations Support Section, UNJSPF Geneva office. The Information Management Assistant reports to the Chief of RMQCU under the general supervision of the Chief of Operations Support Section.

**Responsibilities**:
Within delegated authority, the Information Management Assistant will be responsible for the following duties:
Archives and Records Management:

- Conducts end-user training relating to standard electronic record keeping systems.
- Registers Unit’s 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 Unit records-related projects.
- Satisfies requirements for the procurement, payment and inspection of goods and services.
- Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Unit 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, 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 Unit’s reference database.
- Processes CE Signature Verification by approving or rejecting the signatures and following up. Processes Thumbprint and guardianship Cases.

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.

Education
High school diploma or equivalent.

Work Experience
Five years of experience in archives, electronic record management or related area is required.

Experience in record management within an employee and/or post-employment benefit scheme is desirable.

Experience within the UN common system is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English or French is required. Knowledge of the other is required. Knowledge of another official United Nations language is an advantage.

Assessment

Special Notice
The United Nations Joint Staff Pension Fund (UNJSPF) is an independent inter-agency body established by the United Nations General Assembly.

The Pension Fund pays benefits in 17 currencies to about 80,000 beneficiaries who reside in more than 190 countries, and services more than 130,000 participants who work in the 25 Member Organizations of the Pension Fund.

The applicable human resources procedures are governed by a Memorandum of Understanding (MoU) between the Fund and the UN Secretariat.

Passing the United Nations Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, ICTY or the Global General Services Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.

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 organs. The United Nations Secretariat is a non-smoking environment.

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 “Manual

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