INFORMATION MANAGEMENT ASSISTANT

Org. Setting and ReportingThe United Nations Joint Staff Pension Fund (UNJSPF) was established in 1949 by the United Nations General Assembly to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. UNJSPF administers benefits of more than 80,000 beneficiaries residing in more than 190 countries, paid in 18 currencies, and services more than 150,000 participants who work in the 25 member organizations of UNJSPF. The Fund has offices in New York (United States) and Geneva (Switzerland) and two liaison offices in Nairobi (Kenya) and Bangkok (Thailand), respectively. The United Nations Joint Staff Pension Fund-Pension Administration (UNJSPF-PA) comprises about 250 staff from diverse countries and cultures, based across four prominent duty stations (New York, Geneva, Bangkok, and Nairobi). We are a career employer offering unique opportunities for growth within the United Nations system. We offer staff competitive benefits, including up to six weeks of annual leave per year, a defined benefit pension plan (not subject to variation of capital markets), parental leave, a comprehensive insurance plan, and flexible working arrangements subject to operational requirements. Our office is located in the heart of Manhattan, within walking distance from the Grand Central Station hub, in a state-of-the-art facility (the One Dag Hammarskjöld building). Visit www.unjspf.org for more details. This position is located in the Records Management and Quality Control Unit (RMQCU) within the Operations Support Section of the United Nations Joint Staff Pension Fund (UNJSPF), Geneva office. The Information Management Assistant reports to the Chief of RMQCU under the general supervision of the Chief of Operations Support Section. ResponsibilitiesWithin delegated authority, the Information Management Assistant will be responsible for the following duties: Archives and Records Management • Provides standard and ARMS-specific applications support and applications troubleshooting for Unit staff. • Conducts end-user training relating to standard electronic record keeping systems • Registers Units’s incoming and outgoing records in electronic record keeping system. • Manages Separation Inbox in which Organizations and participants / beneficiaries send emails with Separation Documents to be uploaded for creation of appropriate workflows. Manages MSS Uploaded documents. Participates in Quality Control by vetting all incoming documents. • Maintains Unit’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation. • Participates in records management projects, 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 Unit 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 theUnit 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. • Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities. • Oversees internal records retrieval, loan, reproduction and staff clearance operations. • Supports external reference services by drafting routine responses to enquiries, including records reproduction transmittals, for approval of Unit Chief. • Participates in maintaining the Unit’s reference database. • Processes CE Signature Verification by approving or rejecting the signatures and following up. Processes Thumbprint and guardianship Cases. Documents • Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications. • Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites. • Provides document delivery services as required. General • Conducts research as requested by more senior staff. • Provides relevant technical support to users of information services. • Provides administrative support for the Unit and Section Chiefs and undertakes other duties as assigned. • Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making. • Assists with visualizations and updating information material such as web pages or brochures. Work implies frequent interaction with the following: Archives, records management, library, distribution and information technology staff throughout the Secretariat and other United Nations agencies. Staff in records-originating and user offices and other user clients, including external users, e.g., scholarly researchers, governments, international organizations, etc. Vendor sales and technical personnel Delegates, Missions. Results Expected: Works under supervision/guidance of more senior information management staff. Contributes to the effectiveness and efficiency of the unit by providing specialized assistance to more senior information management staff in the assigned areas of responsibility. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. • 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. • Technological Awareness: Keeps abreast of available technology; understands applicability and limitation of technology to the work of the office; actively seeks to apply technology to appropriate tasks; shows willingness to learn new technology. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work ExperienceA minimum of five (5) years of experience in archives, electronic record management or related area is required. The minimum years of relevant experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Experience in performing transactions using ERP systems, such as IPAS or similar systems, is required. Experience in records management in pension administration is desirable. Experience within the United Nations common system is desirable. At least one year of experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English and French are required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).