Job Opening ID: 223001
Job Network : Information and Telecommunication Technology
Job Family : Information Management Systems and Technology
Category and Level : General Service and Related Categories, G-5
Duty Station : NEW YORK
Department/Office : United Nations Joint Staff Pension Fund – Pension Administration
Date Posted : Dec 26, 2023
Deadline : Jan 24, 2024
Org. Setting and Reporting
The United Nations Joint Staff Pension Fund 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. The Pension Fund pays benefits in 17 currencies to more than 80,000 beneficiaries who reside in 190 countries, and services more than 140,000 participants who work in the 25 member organizations of the Pension Fund. 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) of the Pension Administration of the United Nations Joint Staff Pension Fund (UNJSPF), New York office. This position is under the general supervision of the Chief of Operations Support Section and direct supervision of the Chief of Unit.
Within 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 Unit’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 the Unit 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.
•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.
•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.
•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.
•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.
•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.
High school diploma or equivalent.
Job – Specific Qualification
A 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 record management within an employee and/or post-employment benefit scheme is desirable.
Experience with international organizations is desirable.
English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in English is required. Knowledge of another official United Nations language is an advantage.