Information Management Officer

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Description

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This position is located in the Office for Coordination and Shared Services (OCSS) serving the Departments of Political and Peacebuilding Affairs (DPPA) and Peace Operations (DPO).   OCSS enables, directs and coordinates departmental efforts to ensure the effective integration and management of both departments.    The Department of Political and Peacebuilding Affairs (DPPA) focuses primarily on five action areas in international peace and security, ensuring sound analysis and early warning, preventing conflict and engaging in peacemaking, managing political crises and violent conflicts, sustaining peace, and enhancing partnerships. The Department’s mandate is to prevent and resolve conflict through inclusive political solutions. The Department works to integrate the efforts of UN, governmental and nongovernmental entities in the context of peacekeeping operations. DPO also provides guidance and support on military, police, rule of law, mine action and other relevant issues to other UN political and peacebuilding missions.

Responsibilities

• Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Organization’s non-current records and archives and delivery of reference services, archival description and systems management.
• Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records.
• Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives.
• Provides advisory services Organization-wide on recordkeeping practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to recordkeeping practices, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records to the section; organizes and maintains UN records; preserves and disposes, identifies and protects vital records; and informs management policies and procedures, with an emphasis on technological applications.
• Monitors the progress of projects in client offices, ensures compliance with Section standards and guidelines and provides assistance in identifying consultants as required and associated project Terms of Reference.
• Evaluate and pilot emerging technologies (including software applications and associated hardware) and conduct data analysis necessary to develop strategies to support the full, equal and meaningful participation of uniformed women personnel at both Headquarters and in the field.
• Evaluates and pilots emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, imaging and digitisation systems and optical disk storage media) to develop strategies for integrating records created in diverse systems into an electronic recordkeeping system; to plan and develop migration strategies for archival preservation of electronic records and to develop and maintain expertise necessary to advise Secretariat offices in the management of electronic records.
• Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
• Provides technical services for the Section by evaluating hardware and software requirements, recommends purchases, tracks requisitions through IMIS and monitors expenditures; oversees installation of hardware and liaises with ITSD on the replacement of obsolete equipment; overseeing Section LAN Administrators and ensures that technical problems are resolved expeditiously; and oversees the implementation of the Section’s electronic recordkeeping system.
• Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value, develops and implements appropriate retention schedules with records-originating offices, monitors compliance with the requirement to transfer inactive records to Headquarters, and, where applicable, identifies non-core records for transfer to commercial storage and manages commercial storage contracts.
• Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section’s holdings; and assures the delivery of records and/or copies.
• Develops client outreach strategy and programme and coordinates its implementation.
• Collects and analyzes data to identify trends or patterns and provide insights through graphs, charts, tables and reports using data visualization methods to enable data-driven planning, decision-making, presentation and reporting
• Evaluates the performance of vendors and certifies invoices, as necessary.
• Guides, trains and supervises professional and general service staff in the various records information management functions.

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.
• Successful completion of both degree and non-degree programs in data analytics, business analytics or data science programs is an advantage.

Work Experience:

• A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required.   
• 2 years or more of experience in data analytics or related area is desirable.   
• Two years or more of experience with the coordination and implementation of organisational change initiatives or business management transformation projects is required   
• A minimum of seven years of progressively responsible experience in project or programme management, administration or related area is required.

Languages:

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

Source: https://careers.un.org/jobSearchDescription/258003?language=en

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