Information Management Assistant

Job Posting Organization:
The United Nations Joint Staff Pension Fund (UNJSPF) was established in 1949 by the United Nations General Assembly. Its mission is to provide retirement, death, disability, and related benefits for staff of the United Nations and other member organizations of the Fund. UNJSPF administers benefits for over 80,000 beneficiaries residing in more than 190 countries, managing payments in 18 currencies. The Fund services more than 150,000 participants working in 25 member organizations. It has offices in New York and Geneva, with additional liaison offices in Nairobi and Bangkok. The organization employs around 250 staff members from diverse backgrounds and cultures across its four main duty stations. UNJSPF is committed to offering unique career opportunities within the United Nations system, providing competitive benefits including up to six weeks of annual leave, a defined benefit pension plan, parental leave, comprehensive insurance, and flexible working arrangements. More information can be found at www.unjspf.org.

Job Overview:
The Information Management Assistant position is located within the Records Management and Quality Control Unit (RMQCU) of the Operations Support Section at the UNJSPF in Geneva. The role involves reporting to the Chief of RMQCU and working under the general supervision of the Chief of Operations Support Section. The primary functions of this position include providing support for standard and ARMS-specific applications, conducting end-user training on electronic record-keeping systems, managing incoming and outgoing records, and participating in quality control processes. The assistant will also be involved in maintaining both paper-based and electronic filing systems, participating in records management projects, and assisting with the procurement and inspection of goods and services. The role requires frequent interaction with various stakeholders, including archives, records management, library, and IT staff, as well as external users such as researchers and government representatives.

Duties and Responsibilities:
The Information Management Assistant will be responsible for a variety of tasks including: providing support for standard and ARMS-specific applications, conducting end-user training on electronic record-keeping systems, registering incoming and outgoing records, managing the Separation Inbox for document uploads, maintaining the Unit’s filing system, participating in records management projects, assisting with accessioning and disposition activities, managing procurement and payment processes, supporting disposition operations, creating and maintaining manual accession records, overseeing internal records retrieval and reproduction operations, and providing administrative support for the Unit and Section Chiefs. The assistant will also conduct research, assist with data collection and analysis, and help with the preparation of presentations and reports. The role requires effective communication and collaboration with various internal and external stakeholders.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A first-level university degree or higher can reduce the required work experience from five years to three years. The position requires a minimum of five years of experience in archives, electronic record management, or a related area. Experience with ERP systems, such as IPAS, is required, and experience in records management within pension administration is desirable. Familiarity with the United Nations common system is also preferred, along with at least one year of experience in data analytics or a related field.

Educational Background:
The educational requirement for this position is a high school diploma or equivalent. Candidates with a first-level university degree or higher will have a reduced experience requirement, making them eligible for the position with three years of relevant experience instead of five.

Experience:
The position requires a minimum of five years of relevant experience in archives, electronic record management, or a related area. However, candidates with a first-level university degree or higher can qualify with only three years of experience. Experience in using ERP systems for transactions is mandatory, while experience in records management specifically within pension administration is considered advantageous. Additionally, at least one year of experience in data analytics or a related area is desirable.

Languages:
The working languages of the United Nations Secretariat are English and French. For this position, proficiency in both languages is required, with a minimum level of proficiency specified according to the UN Language Framework. Candidates must demonstrate their ability to read, write, listen, and speak in both English and French at the required levels.

Additional Notes:
This position is subject to local recruitment, meaning that candidates must be recruited from within the country or within commuting distance of the office. Staff members recruited locally are not eligible for allowances or benefits exclusive to international recruitment. The United Nations emphasizes the importance of diversity and inclusion in its hiring practices, ensuring equal opportunities regardless of gender identity, sexual orientation, race, religion, or disability. Reasonable accommodations may be provided for applicants with disabilities during the recruitment process. The United Nations does not charge any fees at any stage of the recruitment process.