INFORMATION MANAGEMENT ASSISTANT

Org. Setting and Reporting

The Independent Investigative Mechanism for Myanmar was established by the Human Rights Council in its resolution 39/2, adopted on 27 September 2018. The creation of the Mechanism was welcomed by the General Assembly in its resolution 73/264, adopted on 22 December 2018. The position is located within the Collection, Analysis and Sharing Section (CASS), based in Geneva, Switzerland. The Information Management Assistant reports to a Legal Officer, P-4.

Responsibilities

Within delegated authority, the Information Management Assistant will be responsible for the following duties: Archives and Records Management: – Facilitates the periodic transfer of scheduled records into IIMM archives and information management systems; ensures the completeness and accuracy of transfer documentation; and provides assistance to IIMM staff in transfer preparations; – Provides guidance with the coding and categorization of documents and other material entered into the IIMM information repository systems and database while ensuring compliance with internal guidelines and oversees consistency in its application; – Oversees records accessioning operations; applies retention schedules and links to previous accessions; and breaks accessions into records series and registers identifiers in the IIMM database; – Oversees records center operations by overseeing space allocations and associated accessions and database updating; responds to emergency disasters; and monitors environmental quality controls and arranges for the resolution of problems; – Oversees archival arrangement and description operations by identifying, planning and overseeing projects in consultation with CASS personnel and other IIMM staff; – Undertakes archival arrangement and description projects by researching administrative histories and providing records content analysis for purposes of series description preparation and appraisal determinations; arranges records and prepares series descriptions according to archival standards and database protocols; – Oversees reference and research operations by servicing on-site and remote researchers, including records identification, retrieval and reproduction services and assists in the preparation of information for sharing with current and future sharing partners; – Coordinates access and declassification reviews by screening records for security-classified materials, preparing declassification review requests and updating IIMM database. Information management and reporting: – Supports the preparation, organization and administrative management of CASS information and evidence collection activities; – Performs research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases; – Maintains statistics on service and workload measures. General: – Provides administrative support for CASS information management activities and undertakes other duties as assigned.

Competencies

PROFESSIONALISM: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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. 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.

Education

High school diploma or equivalent is required.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven (7) years of progressively responsible experience in archives, electronic record management or related area is required. The minimum years of relevant experience is reduced to five (5) years for candidates who possess a first-level University degree or higher. At least three (3) years of experience within the United Nations Common System or similar international organization is desirable. Experience in the use of case management databases is desirable. Experience in the management or filing systems for both physical and electronic documentation is desirable. Experience in an international criminal court or international accountability mechanism, or in a national court or tribunal dealing with international crimes is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Fluency in the Myanmar language (Burmese) is desirable. Knowledge of another language used in Myanmar (such as Chin, Kachin, Karenni, Rakhine, Rohingya and Shan) is also desirable.

Assessment

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

Special Notice

The appointment or assignment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate. This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. An impeccable record for integrity and professional ethical standards is essential. At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places 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. The United Nations Secretariat is a non-smoking environment. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile of the inspira account-holder homepage. The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

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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