Principal Functions
The post is located
in the Documents Registration and Archiving Section (DRA) which is within the
Declarations Branch of the Verification Division. The incumbent will report to Head, DRA. The
Information Management Officer (IMO) will be responsible for the duties listed
under six main themes:
Control of registration and
processing of all classified and verification-related documents and their
availability either within electronic systems or in hard-copy:
1.
Controls the quality of information
service provided by the DRA, and of the information (including metadata)
captured in the recordkeeping systems;
2.
Analyses requirements, develops and
updates metadata for the recordkeeping system and other relevant information
systems, to improve retrieval and ensure that document registration meets
established standards;
3.
Ensures maintenance of
confidentiality when providing access to classified information;
4.
Identifies and assists in resolving
any procedural or technical impediment to prompt availability of information to
users;
5.
Writes, reviews and validates
standard operating procedures (SOPs), working instructions (WIs), guidelines,
and puts into effect amendments resulting from the review of business processes;
6.
Provides relevant professional
expertise to support the States Parties and internal management decision
making, including expert advice on information management topics;
7.
Provides expert advice to projects
that aim at improving the systems and processes that are employed to manage
information.
Management of adherence to good
records and archives management practices:
8.
Supports and carries out professional
activities which contribute to good information management practice, including
preparation of, and transition to, any new electronic environments or
applications;
9.
Reviews and analyses workflows and
processes with a view to recommending/initiating improvements, and collaborates
with colleagues to implement change in business processes and practice;
10. DRA focal point in existing information management-related projects and
devise and implement any additional projects required as part of the move to a
new electronic environment.
Operation assurance, business
administration, and further development of the Electronic Content Management
(ECM) System:
11. System Administrator, together with OCS counterpart, for the ECM System;
12. Business Administrator for the ECM System (including provision of the
first and second level support, liaising with relevant IT teams for third level
support configuration of the system, etc.);
13. Provides end user trainings to support correct use of the ECM system by
staff of relevant organisation’s departments;
14. Participates in continued enhancing and rolling-out the ECM System
(including design, business configuration, legacy data migration, project
management, etc.) taking into consideration time, resource and budget
constraints as well as other impacting factors;
15. Coordinates with the relevant IT department the measures to ensure that
the ECM System is operational and well maintained at all times and provides
feedback to H/DRA as appropriate.
Research, development and maintenance
of DRA’s preservation programme for records in all formats:
16. Supports the research and proposal of initiatives to develop a
preservation programme for the digital archives, and for the audio-visual
material;
17. Supports the development and implementation of a disaster recovery plan
for DRA’s physical and digital archives;
18. Coordinates, where necessary, with staff in other sections (e.g., with
regard to environmental controls for preservation of physical records) and
proposes solutions to ensure long-term preservation.
Prepare, review, update procedures,
guidelines, and forms required for strategic planning of work processes:
19. Assists the H/DRA in developing strategic plans for the section: annual
work plans; staffing requirements; proposals for improvement and maintenance of
optimum service levels;
20. Assists the H/DRA, where required, in any corporate-wide initiative
related to the management of information, records or archives;
21. Proposes, manages and monitors projects and assists with training and
guiding staff in a range of records and information functions;
22. Keeps up-to-date on current developments in records management and
archival professional practices by reviewing the literature, participating in
best practice discussion groups and attending relevant international
conferences.
Other Duties, as required.
23. As directed by H/DEB, acts as H/DRA Section including: performs the
necessary administrative, managerial and organisational duties in the absence
of the H/DRA.
Knowledge and Experience
Education
Essential
An advanced university degree in information management, archives or
records management or a related field, preferably with a postgraduate
specialisation. A relevant first-level university degree in combination with
relevant training and qualifying experience (minimum seven years) may be
accepted in lieu of an advanced university degree.
Desirable
Additional training in business analysis, data management and/or project
management is considered an asset.
Experience
Essential
At least five years
of experience in the field of records, archives or information management in
addition to the relevant advanced university degree, preferably in an
international or public organisation.
-
Experience in implementing and administration of electronic content
management (ECM) systems with a particular focus on recordskeeping components;
-
Knowledge of development of filing plans, retention and disposition
schedules, and taxonomies.
Desirable
Previous experience
in quality assurance and data migration projects in the context of implementing
an ECM system is highly desirable. Experience in the use of electronic data
analysis tools. Experience in Quality Management System implementation is
desirable as is experience in working with digital recordkeeping or archiving
systems. Experience in project management. Knowledge of querying SQL databases. Experience in working in highly confidential
environments.
Skills and
Abilities (key competencies)
1. Core professional
skills related to management of information, records or archives in physical
and digital formats
2. Ability to
organise, plan and implement work assignments, as well as manage competing
demands. Uses time efficiently
3. Foresee risks and
allow for contingencies when planning. Use critical thinking when analysing
risks. Monitor and adjust plans and actions as necessary
4. Proven
communication skills (both verbal and written), including ability to prepare
reports and to communicate complex concepts orally
5. Works
collaboratively with colleagues to achieve organisational goals; solicits input
by genuinely valuing others’ ideas and expertise; is willing to learn from
others
6. Advanced computer
skills, knowhow in dealing with both structured and unstructured content
7. Knowledge of
workflow processes and document control practices in an electronic content
management environment
8. Problem-solving
skills, including ability to identify solutions and steer the resolution of
issues/problems
9. Flexibility, tact,
discretion and ability to work harmoniously in a multicultural environment
10. Appreciation of the
need to observe confidentiality in a highly sensitive work area
11. Commitment to
continuous learning is essential.
Language
Requirements
An excellent command of English is essential. A working
knowledge of one of the other official languages (Arabic, Chinese, French,
Russian, or Spanish) is desirable.
