INFORMATION MANAGEMENT ASSISTANT

Job title:

INFORMATION MANAGEMENT ASSISTANT

Company

United Nations

Job description

This position is located in the Information Management and Archives Unit, Office of the Senior Administrative Officer, United Nations Interim Force in Lebanon, Naqoura. The incumbent will report to the Senior Administrative Officer or his/her designate.

Responsibilities

Documents • Conducts UNIFIL Mail and Pouch and Reproduction Unit operations. • Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications. • Orders and follows-up on shipment of documents, packages, stationery and necessary equipment to various sites. • Confirms receipt of invoices for postal and courier services. • Prepares financial reports/accounts for postal sales. • Orders postal requirements from postal administrative officer in UNHQ. • Prepares Scope of work/Statement of Requirements for provision of international courier services and diplomatic pouch. • Provides document delivery services as required. Archives and Records Management • Manages access to digital systems containing documents, data, or other information formats and promotes the release of unclassified information. • Assists with data cleansing and process improvement mechanisms. • Contributes to the management of data by collecting, organizing, and synthesizing data and information for delivery in information management services, products, and systems. • Maintains central paper-based and electronic information management systems by managing users, creating new folders, applying disposition instructions and tracking file circulation. • Supports the quality of documents and data by enforcing standards throughout a network of focal points. • 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. Assists internal records retrieval and loan operations. • Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities. • Drafts routine responses to enquiries, including records reproduction transmittals, for approval of Section / Unit Chief. • Performs other related duties as required. General • Conducts research as requested by more senior staff. • Guides and supervises junior staff. • Provides administrative support for the unit and undertakes other duties as assigned.

Competencies

Professionalism Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. Planning & Organizing Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriated 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 form 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 information and anticipate problems; keeps clients information of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of five years of progressively responsible experience in information management, web publishing, archives, electronic record management, data management or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher. Experience in Mail, Pouch and Reproduction operations is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of another UN official language is desirable.

Assessment

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

Special Notice

Recruitment against this position is on a local basis; applicants in the General Service category shall meet the relevant employment requirements of the host country (Lebanon), including fulfilling visa or work permit stipulations. If you fulfill the visa and work permit stipulations for Lebanon, please specify in your cover letter and attach a copy of your visa and work permit under ‘attachments” of your application in Inspira. 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. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment.

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. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.

Expected salary

Location

Lebanon, NY

Job date

Wed, 06 Mar 2024 04:52:17 GMT

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