Information Management Officer

Org. Setting and ReportingThis position is located in the Administrative Section (AS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), Department of Operational Support (DOS). The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the UN Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration. The incumbent reports to the Chief of the Administrative Section (AS). ResponsibilitiesUnder the direct supervision of the Chief of the Administrative Section and within delegated authority, the incumbent is responsible for the following duties: • Contributes to the formulation of FCAS' strategic direction in terms of information management, information technology and customer service. • Provides data analysis and information management support for facilities and administrative functions including Property Plant & Equipment, budget, financial, and human resources management. • Provides support on the formulation, monitoring and reporting of programme performance measures in the budgetary, risk management, and internal control frameworks. • Provides support for the preparation and coordination of proposed budget submission, certification of expenditures, cost recovery, and management of grants and projects. • Assists with coordinating inputs to inter-governmental and oversight bodies. • Formulates overall policies, procedures, objectives and guidelines affecting the development and maintenance of FCAS information management and information systems. • Supervises the Information and Facilities Services Unit; carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management. • Provides support for Business Intelligence and Reporting in Umoja, particularly in areas where FCAS is the process owner. • Conducts research on the applicability of information technology to FCAS records and archives, as well as use of information systems, particularly in the areas of document management, space planning and utilization, property management, building management and enterprise sustainability analysis and reporting. • Assesses and makes recommendations relating to the use of information systems in the areas of document management, space planning and utilization, property management, building management and enterprise sustainability analysis and reporting. • Provides reliable, up-to-date research and specifications for information management technology and innovations applications. • Provides advisory services and support to FCAS on information management practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations and implements solutions relating to FCAS information management practices, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records to the section; organizes and maintains UN records; preserves and disposes, identifies and protects vital records; and informs management policies and procedures, with an emphasis on technological applications. • Monitors the progress of projects in client offices, ensures compliance with OICT technical standards and guidelines and provides assistance in identifying consultants as required and associated project Terms of Reference. Evaluates and pilots emerging technologies (including software applications and associated hardware) to develop strategies for integrating records created in diverse systems; ensures facilities management systems requirements and related data are integrated into enterprise systems; plans and develops migration strategies that are sound and facilities related applications have the required interfaces with such systems. • Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making. Provides technical services by evaluating hardware and software requirements, recommends purchases, tracks requisitions and monitors expenditures; oversees installation of hardware in coordination with OICT; maintain all systems supporting the management and provision of facilities services at UNHQ and ensures that technical problems are resolved expeditiously; and oversees the implementation of electronic recordkeeping systems in FCAS. • Manages information security by enforcing security-classification restrictions; facilitates declassification reviews by liaising with records-originating offices; and ensures the physical security and safety of the Organization's records. • Develops client outreach strategy and programme and coordinates its implementation. • Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating information management perspectives and standards. • Participates in the planning and organizing of training on information management. • Evaluates the performance of vendors and certifies invoices, as necessary. • Guides, trains and supervises professional and general service staff in the various information management functions. • Performs other duties as assigned. Competencies• PROFESSIONALISM: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to demonstrate data analytics skills. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • COMMUNICATION: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • 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. • MANAGING PERFORMANCE: Delegates the appropriate responsibility, accountability and decision-making authority. Makes sure that roles, responsibilities and reporting lines are clear to each staff member. Accurately judges the amount of time and resources needed to accomplish a task and matches task to skills. Monitors progress against milestones and deadlines. Regularly discusses performance and provides feedback and coaching to staff. Encourages risk-taking and supports creativity and initiative. Actively supports the development and career aspirations of staff. Appraises performance fairly. EducationAdvanced university degree (Master's degree or equivalent) in information management, information science, information systems, computer engineering, administration or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Job - Specific QualificationNot available. Work ExperienceA minimum of seven years of progressively responsible experience in information management or related area is required. A minimum of five years of experience in data management and analytics or related area is required. A minimum of five years of experience in the development of IT solutions, application implementation and content management or related area is required. A minimum of two years of experience in generating and analyzing BI reports in Umoja or similar system is required. A minimum of two years of experience with service management on i-Need or similar platform is required. Experience with asset and equipment management and reporting is required. Experience supporting administrative functions such as finance and budget and cost recovery, is desirable. Experience with reporting on performance, risk management and internal controls is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. There are no additional desirable languages specified. 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).