Information Management Assistant

Job Posting Organization:
The position is located within the Archives Management Unit of the Archives and Records Management Section (ARMS), which is part of the Facilities and Commercial Activities Service (FCAS) within the Division of Administration (DOA) in the Department of Operational Support at the United Nations. The Department of Operational Support was established to provide operational advisory services to various entities across the UN Secretariat, including departments, field missions, and regional commissions. The FCAS is responsible for the effective management and operation of the UN Headquarters complex, which includes property management, travel services, archives management, and more. The ARMS specifically focuses on the identification, preservation, and accessibility of records that document the history of the United Nations, ensuring proper record-keeping and archival practices are followed across the organization.

Job Overview:
The Information Management Assistant will play a crucial role in managing and preserving digital archives within the UN's Archives Management Unit. This position involves exporting declassified archives from the records management system and publishing them to the archives publishing system. The assistant will also be responsible for ingesting digital archives into the digital preservation system, designing scripts for data exchange, and maintaining technical guidance and standard operating procedures. The role requires collaboration with colleagues and other UN staff to facilitate the transfer of digital records, ensuring accuracy and completeness in documentation. Additionally, the assistant will oversee the management of digital records, support archival arrangement and description, and provide technical support for software and hardware used within the unit. The position demands a high level of professionalism, teamwork, and technological awareness, as the assistant will be expected to keep abreast of available technologies and apply them effectively to the work of the office.

Duties and Responsibilities:
The Information Management Assistant will be responsible for a variety of tasks, including: exporting declassified archives from the ARMS records management system and publishing them to the AtoM system; ingesting digital archives into the digital preservation system; designing and developing Python or C# scripts for data synchronization; maintaining and updating technical guidance and SOPs; facilitating the transfer of scheduled digital records; managing digital transfer tools; overseeing contractually stored digital records; supporting archival arrangement and description operations; providing curatorial and database management for artworks and archival photographs; performing research and document delivery services; managing software and hardware within ARMS; maintaining statistics on service and workload measures; guiding and supervising junior staff; and providing administrative support for section and unit chiefs.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of seven years of experience in information management, information technology, archives, or electronic records management is required. This experience can be reduced to five years for candidates with a first-level university degree or higher. Candidates should have experience in providing technical support, troubleshooting IT-related issues, and effectively communicating solutions. Familiarity with records management systems, archives management systems, and digital preservation systems is desirable, along with experience in scripting and API knowledge.

Educational Background:
A high school diploma or equivalent is required for this position. Candidates with a first-level university degree or higher will have their minimum experience requirement reduced, indicating that higher education is valued in this role.

Experience:
The position requires a minimum of seven years of relevant experience in fields such as information management, information technology, archives, or electronic records management. For candidates with a first-level university degree or higher, the required experience is reduced to five years. Experience in providing technical support and troubleshooting IT-related issues is essential, as well as familiarity with records management and digital preservation systems.

Languages:
English is required for this position, with a minimum proficiency level of UN Level II in reading, writing, listening, and speaking. French is also a working language of the United Nations, but English is the primary language required for this job opening.

Additional Notes:
The appointment for this position is for an initial period of one year and is subject to local recruitment rules. Candidates must be recruited within the country or commuting distance of the office. The position does not offer allowances or benefits exclusive to international recruitment. Successful candidates may have their application information shared with other UN organizations for similar job openings. The United Nations is committed to diversity and inclusion in its hiring practices and does not charge any fees during the recruitment process.