Project Administration Associates – Digitization and Records Management

Job title:

Project Administration Associates – Digitization and Records Management

Company

United Nations

Job description

Under the guidance and supervision of ICAO, Chief, Human Resources Staff Employment and Administration, the Project Administration Associate – Digitization and Records Management, will act as a focal point for quality assurance. He/she will review and coordinate the administrative processes of digitization of records for SAU, SSP and Staff Protocol functions of the Section. S/He will be responsible for facilitating the implementation of the plan for digitizing HR records and will ensure accuracy, consistency, standardization and alignment of the physical and digital filing structure, indexing and provide administrative leadership and support to the operational units during the stages of planning, monitoring implementation and reporting of the progress of the project, at all stages of its implementation.

Work Location

Montreal

Expected duration

2 positions are to be filled for an initial period of six (6) months with a possibility of an extension up to 11 months

Duties and Responsibilities

Function 1 (incl. Expected Results)
Project Planning:

• Prepare a work plan aligned to the set targets/deliverables and ensure implementation of the project, in accordance with the planned schedule, filing structure, project scope and objectives.
• Develop a comprehensive project plan, including timelines, milestones, and resource allocation.
• Identify and engage necessary stakeholders and team members.

Function 2 (incl. Expected Results)
Document Preparation and Scanning:

• Prepare a file index register sequenced by staff numbers, names and logs to facilitate traceability and accountability for all files at all times.
• Liaise with HR focal points to verify the alignment of documents to the prescribed structure at the preparation stage.
• Coordinate the preparation of physical staff files for scanning.
• Monitor the scanning process and conduct random tests to ensure files are digitized accurately.
• Review scanned files and validate readability through metadata testing as a quality control measures.
• Conduct random tests on the filing structure to ensure consistency and standardization of document flow.

Function 3 (incl. Expected Results)
Data Management:

• Ensure secure and organized storage of digitized files in compliance with data protection regulations.
• Prepare file indexing and categorization of the file registry for ease of traceability and retrieval of hard copy files after the completion of digitization process.
• Work in close collaboration with IT and Compliance teams to ensure data security and privacy is maintained throughout the Project lifecycle.
• Check out the file register against all files returned to HR after Scanning, to ensure proper sign-off and custody of digitized files.

Function 4 (incl. Expected Results)
Project Monitoring and Reporting:

• Regularly track project progress against established timelines and milestones.
• Prepare and distribute weekly progress reports to stakeholders.
• Provide feedback on bottlenecks and challenges experienced for reporting to support management decision making.
• Identify and document potential risks as they arise and make proposals for mitigation measures for the same.

Function 5 (incl. Expected Results)
Compliance and Security:

• Ensure that digitization processes comply with relevant legal and regulatory requirements.
• Implement security protocols to protect sensitive staff information.

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

Qualifications/special skills

Education:
Essential
Diploma in business administration, human resources management, Library science, Information Management Technology, Records Management or related field.

Desirable
A first level university degree in degree in business administration or related field
Certification in Project Management, Records Management etc
Certification on information security
Certification in risk management.

Skills:
Familiarity with data privacy and security regulations (e.g., GDPR, HIPAA).
Excellent organizational, communication, and leadership skills.
Ability to work collaboratively in cross-functional teams.
Strong problem-solving and decision-making abilities.
Attention to detail and commitment to quality.

Professional Experience:
Essential:
A minimum of 6 years of administrative experience, five of which must have been gained in human resources or related field.
Handling confidential personnel records and ensuring safe custody of such documentation.
Proven experience in the use of modern information and communication technology for the processing and management of data.
Experience in the use of an automated ERP and integrated HR information management systems.
Experience in data management and document filing systems.
Proven experience with data collection, collation and analysis of HR statistics and reporting.

Desirable:
Managing a filing registry
Knowledge and understanding of implementation of processes and best practices, across the HR lifecycle.
Experience in managing and maintaining confidential records.
Proficient in the use of IT Security software packages
Experience in improving operational quality, quality assurance.
Experience in data management, filing and archiving will be an added advantage
Experience working with United Nations policies, rules and procedures.

Languages

Essential
Fluent reading, writing and speaking abilities in English.

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

Additional Information

The consultants will be held to the highest ethical standards and are required to sign a Code of Conduct and an individual declaration of conflict of interest (or statement of confidentiality) upon acceptance of the assignment. S/He will be required to work in person, as the assignment entails physical verification of filing records.

The consultants will be held to the highest ethical standards and are required to sign a Code of Conduct and an individual declaration of conflict of interest (or statement of confidentiality) upon acceptance of the assignment. S/He will be required to work in person, as the assignment entails physical verification of filing records.

Please note that the daily rate for Band A varies from CAD 186 to CAD 248.

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

Montreal, QC

Job date

Mon, 12 Feb 2024 06:17:28 GMT

To help us track our recruitment effort, please indicate in your email/cover letter where (un-jobs.net) you saw this job posting.