5 March 2018

New York, USA

Fixed Term


 

Responsibilities

Within delegated authority, the Information Management Officer will be responsible for the following duties:

  • Provides advisory services on record-keeping practices including: needs and business process analysis; organization and maintenance of UN information assets; preservation and disposition of records in digital and analogue formats; and information management policies and procedures, with an emphasis on their applicability to 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.
  • Contributes to digital continuity policies, strategies and procedures to ensure that the UN’s electronic records of enduring value are captured, preserved and made accessible, in coordination with stakeholders, and in compliance with best practice.
  • Develops training materials and user manuals; trains staff in use of the recordkeeping 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; ensures 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 prioritisation 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.
  • 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, archives and records management, including digital record-keeping and preservation. 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 manage complex records and information management multi-stakeholder projects. 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. Ability to work collaboratively in team with colleagues and with Secretariat stakeholders to achieve programme goals. 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. 
  • Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to
    appropriate tasks; shows willingness to learn new technology.
  • 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

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 two years of 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 is required. Experience in electronic archiving operations; accessioning and disposition of records; paper records digitization and the use of OCR software applications; and the preservation of digital and hard-copy archives is desirable. Practical experience in implementing digital archives programmes and knowledge of digital preservation, secure management of digital assets and professional best practice is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For this position fluency in English (both oral and written) is required. Knowledge of French is desirable.

Assessment

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

For further information about the conditions of employment or UN Archives and Records Management Section operations, please do get in touch with This email address is being protected from spambots. You need JavaScript enabled to view it..  Questions will be answered as permitted.

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