Posting Title:INFORMATION MANAGEMENT OFFICER, P3
Job Code Title:INFORMATION MANAGEMENT OFFICER
Department/ Office
Economic Commission for Africa
Duty Station
ADDIS ABABA
Posting Period
23 May 2014-22 July 2014
Job Opening number
14-IMA-ECA-35320-R-ADDIS ABABA (E)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
Extension of the appointment is subject to Extension of the mandate and/or the availability of the funds. Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. UNECA is committed to promoting geographical distribution and gender equality within its Secretariat Women candidates are strongly encouraged to apply.
Organizational Setting and Reporting
This post is located in the Public Information and Knowledge Management Division (PIKMD). The incumbent works under the direct supervision of the Chief, Knowledge and Library Services Section.
Responsibilities
- Finalize an Archives and Records Management (ARM) strategy for ECA's vital administrative records incorporating the capture of the past, current, and future records both in print and electronic visual formats.
- Provides advisory services to ECA Divisions on recordkeeping practices include: needs and business process analysis; organization and maintenance of ECA information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
- Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment.
- Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support.
- Develops detailed system and other functional specifications and standards from the record keeping perspective and user documentation for new systems.
- Develops training materials and user manuals; trains staff in use of the record keeping system assigned.
- Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal.
- Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section's storage facilities meet environmental standards.
- Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritization of preservation and description programme requirements.
- Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff.
- Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
- Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
- Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
- Initiates a strategy for a paperless system for ARM.
- Contributes to ECA-wide business continuity and disaster preparedness planning to ensure that vital records are safeguarded.
- Evaluates programme effectiveness by conducting periodic surveys of information systems to ensure compliance with the policy.
- Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
- Performs other related duties, as 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.
- Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations.
- 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.
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.
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
- Advanced university degree (Master's degree or equivalent) in archival, information science, information systems, social science or related field.
- A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
- A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area.
Languages
- Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required;
- knowledge of the other is desirable.
- Knowledge of another UN official language is an advantage.
Assessment Method
The assessment method for this job opening is technical test and competency based interview.
