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
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.
- 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.
- 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.
- 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.
Deadline: 24th September 2020