Job Vacancies Department of Field Support
Position: Records assistant
Location: United States of America ( The ), New York
Closing Date: Sunday, 22 July 2012
Organizational Setting and Reporting
This position is located in the Information Management and Registry Unit (lMRU), Quality Assurance and Information Management Section, Field Personnel Specialty Support Service, Field Personnel Division, Department of Field Support (DFS/FPD/FPSSS / QUAIMS /
IMRU), and the incumbent reports to the Chief of Information Management and Registry Unit. He/she will be responsible for the setup and maintenance of the Official Status Files (OSF) for international staff members serving in field missions supported by DFS/FPD.
I. Archiving and records management
Creates and maintains OSFs for international staff members serving in field missions supported by DFS/FPD.
Carries out the archiving and inactivation of OSFs, including preparation of lists of records to be sent to archives; preparation, arrangement and packing of files and tracking of files in the records management system, including accession numbering from ARMS.
Processes and fulfills requests received from the different authorized sources, including registration in the OSF records management system; requests files from different authorized sources and registers them. in the records management system.
Coordinates file transfers between FPD and OHRM/PRU for Headquarters staff members going to or coming from mission assignment.
Proposes and monitors procedures by which all sections of FPD maintain official records, ensuring consistency and completeness the OSF; conducts periodic reviews of the system; checks to ensure that appropriate records management procedures are being followed by DFS/FPD services.
Prepares and maintains files for review by active staff members, the UNDT, MEU and other UN bodies, departments and offices.
Il. Information management
Uses human resource management systems and databases in order to research whereabouts of existing and former staff members.
Provides statistics on the management of active and inactive OSFs.
Collaborates with OICT and DFS/ICTD on efforts to digitise OSFs and implement an on-demand electronic registry in support of field mission operations and the Organisation’s efforts to reduce the environmental impact of paper-based business processes.
III. Administrative functions
Conducts periodic inventories of OSFs; estimates and orders necessary blank folders and other materials required to maintain the registry.
Performs function of the Administrative Assistant, IMRU, and other tasks as directed.
Knowledge of archiving and records management practices, 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.
Speaks and writes clearly and effectively
Listens to others, correctly interprets messages from others and responds appropriately
Asks questions to clarify, and exhibits interest in having two-way communication
Tailors language, tone, style and format to match the audience
Demonstrates openness in sharing information and keeping people informed 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
High school diploma or equivalent.
Five years of experience in archiving and records management. Solid experience in service desk management and digital records management are desirable.
English and French are the working languages of the United Nations Secretariat. For this post fluency in English (both oral and written) is required. Knowledge of another official United Nations language is an advantage.
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Recruitment for this position is done on a local basis, whether or not the candidate is a resident of the duty station.
Passing the Administrative Assessment Support Test (ASAT) at Headquarters or an equivalent recognized locally-administered test at a United Nations Office is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
The position is funded for a finite period of one year (Support Account budget) which may be extended.
United Nations Considerations
The United Nations shall place 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. (Charter of the United Nations – Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
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.
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