INFORMATION MANAGEMENT OFFICER

Org. Setting and Reporting

This position is located in the Office for Coordination and Shared Services (OCSS) serving the Departments of Political and Peacebuilding Affairs (DPPA) and Peace Operations (DPO). OCSS enables, directs and coordinates departmental efforts to ensure the effective integration and management of both departments. The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department’s mandate is to prevent and resolve conflict through inclusive political solutions. The Department of Peace Operations (DPO) provides political and executive direction to UN peacekeeping operations around the world and maintains contact with the Security Council, troop and financial contributors, and parties to the conflict in the implementation of Security Council mandates. The Department works to integrate the efforts of UN, governmental and nongovernmental entities in the context of peacekeeping operations. DPO also provides guidance and support on military, police, rule of law, mine action and other relevant issues to other UN political and peacebuilding missions.

Responsibilities

Within delegated authority, the Information Management Officer will be responsible for the following duties: • Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Organization’s non-current records and archives and delivery of reference services, archival description and systems management. • Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records. • Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives. • Provides advisory services Organization-wide on recordkeeping practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to recordkeeping practices, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records to the section; organizes and maintains UN records; preserves and disposes, identifies and protects vital records; and informs management policies and procedures, with an emphasis on technological applications. • Monitors the progress of projects in client offices, ensures compliance with Section standards and guidelines and provides assistance in identifying consultants as required and associated project Terms of Reference. • Evaluate and pilot emerging technologies (including software applications and associated hardware) and conduct data analysis necessary to develop strategies to support the full, equal and meaningful participation of uniformed women personnel at both Headquarters and in the field. • Evaluates and pilots emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, imaging and digitisation systems and optical disk storage media) to develop strategies for integrating records created in diverse systems into an electronic recordkeeping system; to plan and develop migration strategies for archival preservation of electronic records and to develop and maintain expertise necessary to advise Secretariat offices in the management of electronic records. • Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making. • Provides technical services for the Section by evaluating hardware and software requirements, recommends purchases, tracks requisitions through IMIS and monitors expenditures; oversees installation of hardware and liaises with ITSD on the replacement of obsolete equipment; overseeing Section LAN Administrators and ensures that technical problems are resolved expeditiously; and oversees the implementation of the Section’s electronic recordkeeping system. • Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value, develops and implements appropriate retention schedules with records-originating offices, monitors compliance with the requirement to transfer inactive records to Headquarters, and, where applicable, identifies non-core records for transfer to commercial storage and manages commercial storage contracts. • Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section’s holdings; and assures the delivery of records and/or copies. • Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitisation of finding aids and records and their electronic dissemination. • Manages information security by enforcing security-classification restrictions; facilitates declassification reviews by liaising with records-originating offices; and ensures the physical security and safety of the Organization’s records. • Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management. • Develops client outreach strategy and programme and coordinates its implementation. • Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards. • Participates in the planning and organizing of training for Headquarters and mission staff and users with respect to utilization of reference services. • Evaluates the performance of vendors and certifies invoices, as necessary. • Guides, trains and supervises professional and general service staff in the various records information management functions. • Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting. • Performs other duties as assigned.

Competencies

• 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. 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. 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. Able to analyze and interpret data in support of decision-making and convey resulting information to management. • 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. • 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.

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 qualifying experience may be accepted in lieu of the advanced university degree. Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage.

Job – Specific Qualification

Not available.

Work Experience

A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required. 2 years or more of experience in data analytics or related area is desirable. Two years or more of experience with the coordination and implementation of organisational change initiatives or business management transformation projects is required A minimum of seven years of progressively responsible experience in project or programme management, administration or related area is required.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both oral and written English is required. Knowledge of another official United Nations language is an advantage.

Assessment

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

Special Notice

• This position is temporarily available for an initial period of 6 months. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment. • While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post. • Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station. • This temporary job opening may be limited to “internal candidates,” who have been recruited through a competitive examination administered according to staff rule 4.16 or staff selection process including the review of a central review body established according to staff rule 4.15. • Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply.Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation. • Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as “retirement.” Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service. 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. The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

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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