UN Regional Service Centre at Entebbe Information Management Assistant Jobs in Uganda

Org. Setting and Reporting

The Department of Operational Support (DOS) was established to provide end-to-end operational support, advisory services and other solutions to operating entities across the Secretariat, including departments, offices away from headquarters, peace operations, and regional commissions.

The Regional Service Centre in Entebbe, Uganda (RSCE), was established in July 2010, following the adoption of General Assembly resolution 64/269.

The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location-dependent administrative functions to the Centre from its client entities.

This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support

Responsibilities

Archives and Records Management

• Oversee and manage the RSCE archives and records; ensure that documentation is properly stored and safe guarded and available for reference by authorized RSCE staff members.

• Oversee records accessioning operations by supervising and guiding staff in receiving transfers; ensure the application of retention schedules and the establishment of links to previous accessions.

• Manage records storage operations by approving space allocations and associated accessions and database updating; respond to problems that arise with solutions; and monitor environmental quality controls.

• Report to DOS Headquarters concerning documentation held in the RSCE Archive and coordinate the transfer of archives documentation to DOS HQ as required.

• Manage document disposals by coordinating with relevant secretariat staff concerning offsite storage; ensure the proper preparation of background information for the review of archivists and approve retention schedules; supervise the staging of records for disposal, ensuring incinerator use for confidential documentation.

• Manage contractually stored records by facilitating the establishment of contracts and monitoring compliance; supervise the preparation of records for transfer to commercial storage; ensure retention schedules are applied and initiate reappraisals and disposals in consultation with archivists

• Establish archival procedures and supervise archival arrangements and description operations performed by UN staff

• Oversee reference and research operations and supervise reference staff in records identification, retrieval and production services

• Maintains RSCE’s paper-based and electronic file system by creating new folders, applying retention policy and tracking file movement.

• Leads records digitization project at the RSCE by scanning paper archives to archival/preservation standards. This includes related tasks such as transcoding/converting electronic files, uploading them to Section’s databases, performing quality assurance and running Optical Character Recognition (OCR) software.

• Maintains confidentiality of information contained in personnel files.

Documents

•Manage the provision of research and document delivery services provided by the Unit and prepare related reports for the supervisor and senior management.

•Decide on changes in practices and procedures in order to improve efficiency and effectiveness of services provided.

•Evaluate statistics on services, systems and workload of the Unit; and prepare related reports for the supervisor and senior management, making improvements and changes where required.

General

•Supervise and provide work direction and guidance to junior Information Management Assistants; manage and coordinate activities

under his/her unit or area of responsibility; monitor staff performance and prepare performance evaluation reports for staff supervised.

•Prepare budget submissions related to the operation of the Information Management Unit; draft narrative justifications for the proposed budget; and monitor budget expenditures once approved.

•Consult and advise other units/sections throughout the field mission to identify and plan the provision of information management services; and ensure the efficient provision of such services.

•Prepare work output and progress reports on the work of the unit for the supervisor and senior management.

•Perform other duties as assigned by the supervisor.

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.

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.

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.

Education

High school diploma or equivalent is required. Technical or vocational certificate in library, archives or records management techniques and systems or related fields is desirable.

Work Experience

At least 8 years of progressively responsible experience in the field of archives and records management work is required.

Experience in records digitization of paper archives to archival/preservation standards is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required.

How to Apply

For more information and job application details, see; UN Regional Service Centre at Entebbe Information Management Assistant Jobs in Uganda

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