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Job Title:  Information Management Assistant

Organisation: United Nations Regional Service Centre Entebbe (RSCE)

Duty Station:  Entebbe, Uganda

Job Opening Number: 22-Information Management Systems-RSCE-190914-R-Entebbe (R)

About US:

The Regional Service Centre in Entebbe, Uganda (RSCE) was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.

Key Duties and Responsibilities:

Within limits of delegated authority, Information Management Assistants will be responsible for the following duties:

Archives and Records Management

• Oversee and manage the Regional Service Centre Archives and Records Management Unit; ensure that documentation is properly stored and safe-guarded and available for reference by authorized 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 Human Resources Service Division (HRSD) concerning documentation held in the field Mission Archives and coordinate the transfer of archives documentation as required.
• Manage document disposals by coordinating with relevant Secretariat staff concerning off-site 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.
• 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 Unit staff.
• Oversee reference and research operations and supervise reference staff in records identification, retrieval, and reproduction services.
• Maintains RSCE’s paper-based and electronic file system by creating new folders, applying retention policy and tracking file movement.
• Leads records digitization projects 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.
• Ensures confidentiality of information contained in personnel files.
• Work with stakeholders across the Secretariat to ensure that best practices are utilized to enhance existing records management systems.
• Train and monitor focal points from RSCE and field missions on the use of the RSCE digital records management repository.
• Maintains confidentiality of information contained in personnel files.
• Supports the development and upgrade to archives and records management repository tools.

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 the 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 Archives and Records 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.

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Qualifications, Skills and Experience:

• High school or equivalent diploma is required.
• Technical or vocational certificate in Library, archives, or records management techniques and systems or related fields is desirable.
• At least eight years of progressively responsible experience in modern archives management, record keeping, information management or related area is required.
• Experience in records digitization of paper archives to archival/preservation standards is required.
• Experience in the use of an archive and records management database is desirable.
• Experience in interpreting and applying United Nations or common system policies related to information management, archives and record keeping is desirable.
• Experience in managing a team is required.
• English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. knowledge of French is desirable.

Competencies

• Professionalism –Knowledge of United Nations information management, archival, record keeping and record disposition policies and processes. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; Ability to provide input in the development and 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.
• Accountability -Takes ownership of all responsibilities and honors commitments -Delivers outputs for which one has responsibility within prescribed time, cost and quality standards -Operates in compliance with organizational regulations and rules -Supports subordinates, provides oversight and takes responsibility for delegated assignments -Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

How to Apply:

All candidates who wish to join the United Nations should apply online at the link below.

Click Here

Deadline: 11^th November 2022

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