Org. Setting and Reporting

On 29 May 1948, the United Nations Security Council, in its resolution 50 (1948) called for a cessation of hostilities in Palestine and established the first peacekeeping mission headed by a UN Mediator with the assistance of a group of military observers to be known as the United Nations Truce Supervision Organization (UNTSO). UNTSO is mandated to observe and maintain the unconditional ceasefires and assist the parties to the 1949 Armistice Agreements in the supervision of the application and observance of the terms of those Agreements. UNTSO’s mandate covers five countries, including Egypt, Israel, Jordan, Lebanon, and the Syrian Arab Republic. This position is located in the Information Management Unit of the United Nations Truce Supervision Organization (UNTSO) in Jerusalem. The incumbent reports to the Chief, Information Management Unit (IMU).

Responsibilities

Within limits of delegated authority, the Information Management Assistant will be responsible for the following duties: Mail and Pouch operations. – Prepares Summary of Enclosures (SOEs), pouch tags and other related information of the consignment for all outgoing diplomatic pouches in strict compliance with the United Nations rules and regulations governing diplomatic pouch operations. – Maintains log of all mail pieces received from couriers and post office intended for mail and pouch units. – Processes and ensures that all items received are tallied and recorded for tracking and statistical purposes. – Alerts the supervisor of tampered and suspicious mail for appropriate action applying UN mail security protocols. – Provides guidance to other staff on the proper use of diplomatic pouches or other mail service. – Checks that outgoing mail is official and is dispatched by the most efficient mode. – Ensures that mail is clearly and correctly addressed. – Answers inquiries on the UN Rules and Regulations governing diplomatic mail and pouches, local laws and limitations on the international /local postal services; estimated costs on local postal authorities and courier services regarding mail and shipments. – Conducts daily visits to the Ministry of Foreign Affairs, Customs Authority and Tax Authority for delivery and collection of correspondence related to visas, MOFA Cards, the clearance of all incoming official consignments and tax exemptions. – Collect, sort and distribute mails from the Post Office. Information and Records Management: – Supports the internal availability of information by maintaining Intranet/web portals; – Maintains central paper-based and electronic information management systems by managing users, creating new folders, applying disposition instructions and tracking file circulation; – Manages the access to digital systems containing documents, data, or other information formats and promotes the release of unclassified information; – Contributes to the management of data by collecting, organizing and synthesizing data and information for delivery in information management services, products and systems; – Operationalizes document and data standards and promote them within the Mission; Supports the quality of documents and data by enforcing standards throughout a network of focal points; – Provides timely uploading and maintenance of information in information systems; – Registers Section’s incoming and outgoing records in electronic record keeping system; – Reviews material and determines appropriate document/file classification category; – Maintains Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation; – Assists in disposition, description, and database maintenance activities as they relate to Section records-related projects by reviewing, verifying and processing documents and information in conformity to guidelines; – Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; – Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities; – Processes internal records retrieval, loan, reproduction and staff clearance operations; – Drafts routine responses to enquiries, including records reproduction transmittals, for approval of Unit/Section Chief Documents; – Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications; – Follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites; – Provides document delivery services as required. General: – Conducts basic research as requested by more senior staff; – Extracts data and generate statistical and other reports from various databases; – Provides general office support services; – Performs other related duties as required.

Competencies

Professionalism – 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. 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. 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

High school diploma or equivalent is required.

Job – Specific Qualification

Valid National driving license is required. Knowledge and understanding of relevant processes and information management processes, systems and databases is desirable.

Work Experience

A minimum of three (3) years of progressively responsible of experience in information management, web publishing, archives, record management or related area is required. The minimum years of relevant experience is reduced to one (1) for candidates who possess a first-level university degree or higher.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required; and knowledge of Arabic and/or Hebrew is desirable.

Assessment

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

Special Notice

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. 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. 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.

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.