INFORMATION MANAGEMENT ASSISTANT

Org. Setting and ReportingThe United Nations Joint Staff Pension Fund (UNJSPF) 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. UNJSPF administers benefits of more than 80,000 beneficiaries residing in more than 190 countries, paid in 18 currencies, and services more than 150,000 participants who work in the 25 member organizations of UNJSPF. 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 Quality Control Unit, Operations Service (RMQCU, OS), in the United Nations Joint Staff Pension Fund-Pension Administration. The incumbent reports to the Chief of RMQCU under the overall guidance of the Chief of Operations Support Section (OSS). Operations Service is responsible for ensuring that all eligible participants, retirees and other beneficiaries are serviced in accordance with the Regulations, Rules and Pension Adjustment System of the Fund, while fully adhering to the communications, quality management and internal control policies as outlined in the Fund's management charter. ResponsibilitiesWithin delegated authority, the Information Management Assistant will be responsible for the following duties: Archives and Records Management • Facilitate the periodic transfer of scheduled records into the archives by liaising with Secretariat and overseas offices; ensure the completeness and accuracy of transfer documentation; and provide assistance to Secretariat staff in transfer preparations. • Oversee records accessioning operations by supervising staff in receiving transfers; apply retention schedules and links to previous accessions; and break accessions into records series and register identifiers in the Section's database. • Oversee records center operations by overseeing space allocations and associated accessions and database updating; respond to emergency disasters; and monitor environmental quality controls and arrange for the resolution of problems. • Oversee disposals by liaising with relevant Secretariat staff and off-site storage and paper recycling companies; prepare background information for the review of archivists and implementing retention schedules; supervise the staging of records for disposal; and update the Section's database. • Oversee contractually stored records by facilitating the establishment of contracts and monitoring compliance; prepare and arrange records for transfer to commercial storage; apply retention schedules and initiate reappraisals and disposals in consultation with archivists; register actions in the Section's database; and provide reference service. • Oversee archival arrangement and description operations by identifying, planning and overseeing projects in consultation with Section archivists and in liaison with contractual archivists. • Undertake archival arrangement and description projects by researching administrative histories and providing records content analysis for purposes of series description preparation and appraisal determinations; arrange records and prepare series descriptions according to archival standards and database protocols. • Oversees reference and research operations by servicing on-site and remote researchers, including the supervision of reference staff in records identification, retrieval and reproduction services. • Provide curatorial and database management for artworks and archival photograph collections. • Coordinate access and declassification reviews by screening records for security-classified materials, preparing declassification review requests and updating the Section's database. Documents • Conduct research and document retrieval using specialized commercial databases, in addition to standard internal and external sources. • Coordinate the ordering, tracking, and delivery of documents, reference materials, stationery, and required equipment to various duty stations and sites. • Maintain and report on service statistics and workload metrics to support operational monitoring and planning. • Manage and monitor multiple document intake channels, including separation mailboxes, Member Self-Service submissions, and physical mail, ensuring timely routing and control. Quality Control • Perform quality control and validation of incoming separation documents received from member organizations and clients. • Liaise with member organizations and clients to follow up on incomplete or incorrect documentation required to finalize separation cases. • Ensure all required supporting documentation is compliant to enable timely benefit processing by the Entitlements Section. General • Guide and supervise more junior General Service staff. • Provide administrative support for the Section and Unit Chiefs and undertake other duties as assigned. • Assist with the collection and analysis of data as well as preparation of data presentations and reports for information-sharing, responding to queries, knowledge management, planning and decision-making. • Assist with visualizations and updating information material such as web pages or brochures. • Perform other duties as required. Expected results: Works with minimal amount of supervision; independently provides day-to-day activities needed to maintain Unit’s information management operation. This includes, among other things, preservation and servicing of records and guidance to Secretariat offices on managing paper-based and electronic records and their integration into the automated United Nations information system, timely engagement of vendors/consultants as required and disbursement of the Organization’s financial obligations and development of accurate retrieval tools for mission and commission records. Competencies• Professionalism: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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. Able to perform analysis, modeling and interpretation of data in support of decision-making. • 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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of experience in archives, electronic records management or related area is required. The minimum years of relevant experience is reduced to five for candidates who possess a first level university degree or higher. Experience in performing transactions using ERP systems, such as IPAS or similar systems, is required. Experience in the field of pension administration is desirable. Experience within the United Nations common system is desirable. At least one year experience in data analytics or related area is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. 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).