Org. Setting and ReportingThis position is located in the General Administrative Services Section in the Programme Support and Management Service in OHCHR. The Information Management Assistant reports to the Information Management Officer (Records & Archives). ResponsibilitiesResponsibilities: Within delegated authority, the Information Management Assistant will be responsible for the following duties: Archives and Records Management • Undertakes basic records management’s system’s administration duties. • Provides standard and ARMS-specific applications support and applications/LAN troubleshooting for OHCHR staff. • Conducts end-user training relating to standard electronic record keeping systems in OHCHR. • Registers incoming and outgoing records in electronic record keeping system. • Maintains 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 Section’s records-related projects. • Satisfies requirements for the procurement, payment and inspection of goods and services using IMIS applications. • Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Section 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 Section’s reference database. Competencies• 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. • 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. EducationHigh school diploma or equivalent. Job - Specific QualificationNot available. Work ExperienceAt least five years of experience in archives, electronic record management, Document/Data Management, Logistics or related area is required. The minimum years of relevant experience is reduced to 3 for candidates who possess a first-level university degree or higher. Experience in client support servicing is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. French is desirable. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).