INFORMATION MANAGEMENT OFFICER, P3 (Temporary Job Opening)

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Org. Setting and Reporting

Created in December 1999, the United Nations Office for Disaster Risk Reduction (UNDRR) is the designated focal point in the United Nations system for the coordination of efforts to reduce disasters and to ensure synergies among the disaster reduction activities of the United Nations and regional organizations and activities in both developed and less developed countries. Led by the United Nations Special Representative of the Secretary-General for Disaster Risk Reduction (SRSG), UNDRR has over 100 staff located in its headquarters in Geneva, Switzerland, and in regional offices. Specifically, UNDRR guides, monitors, analyses and reports on progress in the implementation of the Sendai Framework for Disaster Risk Reduction 2015-2030, supports regional and national implementation of the Framework and catalyses action and increases global awareness to reduce disaster risk working with U.N. Member States and a broad range of partners and stakeholders, including civil society, the private sector, parliamentarians and the science and technology community.


This temporary position is located in the Communication, Advocacy and Knowledge Management Section, in Geneva, the incumbent report to Chief of Section.

Responsibilities

Within delegated authority, the Information Management Officer will be responsible for the following duties:

•Provides advisory services on recordkeeping practices including: needs and business process analysis; organization and maintenance of UNDRR information assets including sensitive data; UNDRR Contact database, records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications, according to information management standards of the UN Secretariat.

•Assists in policy development to meet UNDRR’s evolving operational needs by analyzing information management processes, trends and technology, and undertaking periodic analysis of UNDRR’s information management systems and practices.

•Manages the upgrade of the UNDRR Intranet in a phased manner, researches, analyses and evaluates new applications of information technology. This includes but is not limited to: to contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of the UNDRR Intranet application improvements and new systems; provides user support, making recommendations on the tools to be sunsetted, migrated or replaced with ‘off the shelf’ products or other UN standard software; driving consensus; stakeholder engagement to facilitate decisions, progress reporting and communication.

•Develops detailed system and other functional specifications and standards from the records management perspective and user documentation for new systems.

•Manages the rollout of MS SharePoint/MS Teams to UNDRR HQ and regional offices in a phased manner. This includes but is not limited to: planning and project managing the entire rollout effort; developing a file classification scheme; analyzing users’ needs; developing standard operating procedures for records management; coordinating with the UN ICT coordination teams in Geneva/NY; providing training and ongoing support to internal SharePoint users; progress reporting and communication.

•Manages, on a daily basis, the UNDRR Intranet and its system of applications including (but not limited to) a contact database, correspondence registry, document archive system, legacy conference registration data and dashboards, staff list, staff management system, focal point management system.

•Performs and supervises reference functions by advising internal and external users about information management and accessibility; maintaining communications with other information management networks.

•Manages the procurement of software or vendor services for the UNDRR Intranet. This includes but is not limited to: drafting the terms of reference, coordinating with UNOG procurement, preparing technical evaluation matrices, facilitating the technical evaluation and contracting.

•Contributes to the planning and carries out the work plan under his/her responsibility, determining priorities, and allocating resources for the completion of outputs and their timely delivery; ensures that the outputs produced by the Unit meet high-quality standards and support relevant UNDRR mandates. May be asked to mentor and/or supervise the work of consultants, individual contractors or interns.

•Performs other related duties, as required.

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.

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

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.
Certification in Project Management (e.g. Prince 2 Practitioner or PMI) is desirable.

Work Experience

A minimum of five years of progressively responsible experience in information management or related area is required.
Experience in international organizations such as the United Nations is required, preferably for a minimum of two years.
Experience in managing large information management-related projects is required.
Experience rolling out Sharepoint in organizations from the UN common system or other comparable large international organizations is desirable.
Experience designing and managing organization-wide internal information platforms (intranet) for international organizations is desirable.

Languages

English and French are the two working languages of the United Nations Secretariat. For this position, fluency in English is required and knowledge of French is desirable.

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 with a contract duration of 364 days.

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. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

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.

The United Nations Secretariat is committed to achieving 50/50 gender balance 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.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side 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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