INFORMATION MANAGEMENT ASSISTANT, G6

Closing date: Wednesday, 27 May 2015

Posting Title: INFORMATION MANAGEMENT ASSISTANT, G6
Job Code Title: INFORMATION MANAGEMENT ASSISTANT
Department/ Office: United Nations Environment Programme
Duty Station
NAIROBI
Posting Period:: 27 April 2015-27 May 2015
Job Opening number: 15-IMA-UNEP-41630-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Special Notice
This position is open for recruitment for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira 'Need Help?' link.
Organizational Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Ozone Secretariat is the Secretariat for the Vienna Convention for the Protection of the Ozone Layer and for the Montreal Protocol on Substances that Deplete the Ozone Layer. This post is located in the Ozone Secretariat of the United Nations Environment Programme/Executive Office (UNEP/EO) at the Nairobi duty station. Under the overall supervision of the Deputy Executive Secretary, the incumbent will perform the following functions: Responsibilities
1. Documents Management and Front Office Support

• Liaises with the Division of Conference Service (DCS) and Secretariat staff in processing of documents and publications and acts as the DCS Documents' Services Request authorizing officer on behalf of the Executive Secretary.
• Maintains the Ozone Secretariat's contact database.
• Prepares and supervises the dispatch of mass electronic mailings to Parties to the Montreal Protocol.
• Uploads meeting documents to their specific meeting portals and performs appropriate tests.
• Ensures that documents are available electronically and are accessible to Secretariat staff and meeting participants in legible formats in a non-restricted repository.
• Acts as back-up to Administrative Assistants assigned to senior management.

2. Information Technology

• Assists in the maintenance and updating of the Ozone Depleting Substances (ODS) database system.
• Assists in the set-up, configuration, operation, administration, technical support and monitoring of the Secretariat's servers and computers.
• Undertakes basic LAN administration and support duties.
• Provides standard and applications-specific support and applications/LAN troubleshooting.
• Performs troubleshooting of the office automation systems within the Ozone Secretariat, fixing problems or escalating them to UNON ICTS.
• Assists with updates to and maintenance of Secretariat web pages.
• Acts as the computer systems backup in the absence of the Information Systems Assistant.

3. Meetings Services

• Assists in the set-up of the conference portal for Montreal Protocol meetings.
• Configures and prepares laptops before the meetings.
• Provides IT assistance and support to delegates at paperless meetings.
• Assists the Executive Secretary with the document control process of in-session documents by liaising with DCS.

4. Archives and Records Management

• Facilitates the periodic transfer of scheduled records to the UNON Archives. Maintains the Secretariat's storage archives.
• Maintains and administers the Secretariat's document repository, including review of the file tree structure and hierarchy.
• Arranges records and prepares series descriptions according to archival standards and database protocols.

Competencies
Professionalism

• Demonstrate professional competency in database management, document management, meeting services, administrative support and website maintenance.
• Ability to respond to changing requirements and assignments and to apply good judgment in context of assignments given;
• Shows pride in work and in achievements;
• 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.

Communication

• Speaks and writes clearly and effectively;
• Listens to others, correctly interprets messages from others and responds appropriately;
• Asks questions to clarify, and exhibits interest in having two-way communication;
• Tailors language, tone, style and format to match audience;
• Demonstrates openness in sharing information and keeping people informed.

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.

Education

• Completion of secondary school education required.
• Additional technical training in the field of computer systems operations and technical issues, web design and maintenance is desirable.

Work Experience

• A minimum of 7 years of responsible experience in computer systems operations, computer troubleshooting and fixing hardware and software problems is required.
• Experience in Microsoft Office and other types of database, reports generating applications is required.

Languages

• English and French are the working languages of the United Nations Secretariat.
• For this post, fluency in written and oral English is required.
• Working knowledge of other UN official languages is an asset.

Assessment Method

• Evaluation of qualified candidates for this position will include a substantive assessment which will be followed by a competency-based interview.

United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.
Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on 'The Application Process' and the Instructional Manual for the Applicants, which can be accessed by clicking on 'Manuals' on the upper right side of the browser on Inspira.
The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.
Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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