UN Information Management Assistant Job Careers – United Nations Regional Service Centre Entebbe (RSCE)

 

 Job
Title:   
 Information
Management Assistant

Organization: United
Nations Regional Service Centre Entebbe (RSCE)

Duty Station: Entebbe,
Uganda

Job Opening Number: 20-Information Management Systems-RSCE-141300-J-Entebbe (M)

Reports to: Deputy
Chief of RSCE

Grade: FS-5

 

About US:

The Regional Service
Centre Steering Committee is the decision-making body for RSCE, in compliance
with General Assembly resolutions, United Nations Secretariat rules and
regulations, strategic guidance from United Nations Headquarters and oversight
bodies. The Steering Committee consults with the Global Field Support Strategy
Implementation Coordination Team, as required.

 

Key Duties and Responsibilities: Within the limits of delegated authority, the
Information Management Assistant will be responsible for the following duties:

Archives and
Records Management

  • Oversee and manage the RSCE archives and records; ensure that
    documentation is properly stored and safe guarded and available for
    reference by authorized RSCE staff members.
  • Oversee records accessioning operations by supervising and guiding
    staff in receiving transfers; ensure the application of retention
    schedules and the establishment of links to previous accessions.
  • Manage records storage operations by approving space allocations and
    associated accessions and database updating; respond to problems that
    arise with solutions; and monitor environmental quality controls.
  • Report to DOS Headquarters concerning documentation held in the RSCE
    Archive and coordinate the transfer of archives documentation to DOS HQ as
    required.
  • Manage document disposals by coordinating with relevant secretariat
    staff concerning offsite storage; ensure the proper preparation of
    background information for the review of archivists and approve retention
    schedules; supervise the staging of records for disposal, ensuring
    incinerator use for confidential documentation.
  • Manage contractually stored records by facilitating the
    establishment of contracts and monitoring compliance; supervise the
    preparation of records for transfer to commercial storage; ensure
    retention schedules are applied and initiate reappraisals and disposals in
    consultation with archivists
  • Establish archival procedures and supervise archival arrangements
    and description operations performed by UN staff
  • Oversee reference and research operations and supervise reference
    staff in records identification, retrieval and production services
  • Maintains RSCE’s paper-based and electronic file system by creating
    new folders, applying retention policy and tracking file movement.
  • Leads records digitization project at the RSCE by scanning paper
    archives to archival/preservation standards. This includes related tasks
    such as transcoding/converting electronic files, uploading them to
    Section’s databases, performing quality assurance and running Optical
    Character Recognition (OCR) software.
  • Maintains confidentiality of information contained in personnel
    files.

Documents

  • Manage the provision of research and document delivery services
    provided by the Unit and prepare related reports for the supervisor and
    senior management.
  • Decide on changes in practices and procedures in order to improve
    efficiency and effectiveness of services provided.
  • Evaluate statistics on services, systems and workload of the Unit;
    and prepare related reports for the supervisor and senior management,
    making improvements and changes where required.

General

  • Supervise and provide work direction and guidance to junior
    Information Management Assistants; manage and coordinate activities under
    his/her unit or area of responsibility; monitor staff performance and
    prepare performance evaluation reports for staff supervised.
  • Prepare budget submissions related to the operation of the
    Information Management Unit; draft narrative justifications for the
    proposed budget; and monitor budget expenditures once approved.
  • Consult and advise other units/sections throughout the field mission
    to identify and plan the provision of information management services; and
    ensure the efficient provision of such services.
  • Prepare work output and progress reports on the work of the unit for
    the supervisor and senior management.
  • Perform other duties as assigned by the supervisor.

 

Qualifications, Skills and Experience:

  • The ideal candidate for the United Nations Regional Service Centre
    Entebbe (RSCE) Information Management Assistant job placement
    should hold a High school diploma or equivalent is required. Technical or
    vocational certificate in library, archives or records management
    techniques and systems or related fields is desirable.
  • A minimum of eight years of progressively responsible experience in
    the field of archives and records management work is required.
  • Experience in records digitization of paper archives to
    archival/preservation standards is desirable.
  • Languages: English
    and French are the working languages of the United Nations Secretariat.
    For the position advertised, fluency in English is required.

 

Competencies

  • Professionalism
    Knowledge of information management, archival, record keeping and record
    disposition. Knowledge of electronic data maintenance, including
    appraisal, conservation and migration management; records preservation and
    description. Ability to conduct research and provide recommendations on
    information management trends. 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. Takes responsibility for
    incorporating gender perspectives and ensuring the equal participation of
    women and men in all areas of work.
  • 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.
  • 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.

 

How to Apply:

All suitably
qualified and interested Ugandan candidates should send their applications
through the United Nations online portal at the link below.

 

Click
Here

 

Deadline: 24th September 2020

 

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