Information Management Assistant

Org. Setting and Reporting

This position is located within the Archives and Records Management Section (ARMS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support. The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions.

The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration.

The Archives and Records Management Section (ARMS) identifies, preserves and provides access to those records that document the history of the United Nations. ARMS is responsible for all aspects of UN record-keeping, ranging from measures to ensure that United Nations officials create records in the course of their duties, through the management of records in United Nations offices, to preserving and making records of continuing value accessible as United Nations archives. The incumbent reports to the Chief of the Archives and Records Management Section.

Responsibilities

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

• Exports declassified archives from ARMS’ records management system, MF Content Manager (TRIM), and publishes them to archives publishing system, AtoM.
• Ingests digital archives transferred to ARMS into its digital preservation system, Preservica.
• Undertakes basic LAN administration duties.
• Provides standard and ARMS-specific applications support and applications/LAN troubleshooting for Section staff.
• Conducts end-user training relating to standard electronic record keeping systems in Secretariat offices.
• Edits Section website, ensuring website is up to date.
• Registers Section’s incoming and outgoing records in electronic record keeping system.
• Maintains Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
• Participates in records management projects in Secretariat offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
• Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
• Satisfies requirements for the procurement, payment and inspection of goods and services.
• Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Section database.
• Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzes retention schedules and precedents in support of disposition decisions.
• Participates in maintaining the Section’s reference database and applications.
• Participates in maintaining the Section’s equipment inventory.
• Create scripts as needed.
• Performs other duties as required

Education

• High school diploma or equivalent.

Work Experience

• Minimum of five years of experience in information management, information technology, archives, electronic records management, or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience in providing technical support, troubleshooting IT-related issues, and effectively communicating solutions to clients is desirable. Experience in the use of records management systems, archives management systems and/or digital preservation systems such as but not limited to MF Content Manager, AtoM, Preservica, or similar is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.

Source: https://careers.un.org/jobSearchDescription/245747?language=en