INFORMATION MANAGEMENT ASSISTANT, G5

Documents

•Conducts UNIFIL Mail and Pouch and Reproduction Unit operations.

•Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.

•Orders and follows-up on shipment of documents, packages, stationery and necessary equipment to various sites.

•Confirms receipt of invoices for postal and courier services.

•Prepares financial reports/accounts for postal sales.

•Orders postal requirements from postal administrative officer in UNHQ.

•Prepares Scope of work/Statement of Requirements for provision of international courier services and diplomatic pouch.

•Provides document delivery services as required.Archives and Records Management•Manages access to digital systems containing documents, data, or other information formats and promotes the release of unclassified information.

•Assists with data cleansing and process improvement mechanisms.

•Contributes to the management of data by collecting, organizing, and synthesizing data and information for delivery in information management services, products, and systems.

•Maintains central paper-based and electronic information management systems by managing users, creating new folders, applying disposition instructions and tracking file circulation.

•Supports the quality of documents and data by enforcing standards throughout a network of focal points.

•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. Assists internal records retrieval and loan operations.

•Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.

•Drafts routine responses to enquiries, including records reproduction transmittals, for approval of Section / Unit Chief.

•Performs other related duties as required.General•Conducts research as requested by more senior staff.

•Guides and supervises junior staff.

•Provides administrative support for the unit and undertakes other duties as assigned.

Competencies

Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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 appropriated 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 form 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 information and anticipate problems; keeps clients information 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 Qualifications

Work Experience:  A minimum of five years of progressively responsible experience in information management, web publishing, archives, electronic record management, data management or related area is required. The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher.Experience in Mail, Pouch and Reproduction operations is desirable.

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

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

Special Notice:  Recruitment against this position is on a local basis; applicants in the General Service category shall meet the relevant employment requirements of the host country (Lebanon), including fulfilling visa or work permit stipulations. If you fulfill the visa and work permit stipulations for Lebanon, please specify in your cover letter and attach a copy of your visa andwork permit under 'attachments" of your application in Inspira.The United Nations Secretariat is committed to achieving 50/50 gender balance andgeographical diversity in its staff. Female candidates are strongly encouraged to apply for thisposition. 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 inconnection 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.