Information and Records Management Assistant

Job title:

Information and Records Management Assistant

Company:

United Nations

Job description

The International Court of Justice is the principal judicial organ of the United Nations. It is composed of 15 judges, elected by the General Assembly and the Security Council. The Court has a twofold role: first, to settle, in accordance with international law, legal disputes submitted to it by States; and, second, to give advisory opinions on legal questions referred to it by duly authorized United Nations organs and specialized agencies. The Court is the only principal organ of the United Nations not serviced by the Secretariat. The Court has its own administration, the Registry, which provides judicial support to the Court and acts as a permanent administrative organ. The Registry is headed by a Registrar, elected by the Court. The incumbent is appointed by the Registrar with approval of the President (Rules of Court, Art. 25). This position is located in the Registry’s Archives, Indexing and Distribution Division. The incumbent reports directly to the Head of the Division.ResponsibilitiesThe incumbent is assigned to carrying out operational records management tasks including overseeing and monitoring physical repositories, receiving and approving records transfers (both digital and physical), updating inventories and facilitating appraisal decisions with regard to retention and disposal of records. The incumbent is also responsible for carrying out repository management tasks for publications and distribution stock under the custody of the Division. Under the supervision of the Head of Archives, Indexing and Distribution Division, the incumbent will in particular perform the following duties: – Provide operational assistance on management of records including facilitating the transfer of physical and digital records for long term management, providing training to staff on their responsibilities with respect to records, performing retention and disposal activities, barcoding all physical boxes received, preparing digital transfer of files for cataloguing, notifying departments and division of upcoming retention periods. -Management of publications and distribution stock: receiving, unloading, coordinating shipments. updating the inventory, preparing distributions and coordinating with the Publishing Division, updating active publications distribution lists. -Managing physical repositories: ensuring barcoding of all locations, tracking space, monitoring environmental controls, monitoring pest activities, providing support for acquisition of supplies. Coordinating any facilities work with the Carnegie Foundation and/or General Assistance Division. – Providing support to the Distribution Unit during times of heavy judicial periods, including preparing distributions and shipments. May require updating Distribution Portal and assisting with management of preservation copies of Distribution. -Providing administrative support to the Head of Division as required, and in particular acting as receiver for goods received in UMOJA, monitoring workload indicators in the area of record-keeping, repository management and publications stock management. Reporting on records management activities.CompetenciesProfessionalism: Knowledge of information management and record-keeping. Knowledge of physical and archives preservation. 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. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for own shortcomings and those of the work unit, where applicable. 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 withclients by gaining their trust and respect. Identifies clients’ needs and matches them toappropriate solutions. Monitors ongoing developments inside and outside theclients’ 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. Creativity: Actively seeks to improve programmes or services. Offers new and different options to solve problemsor meet client needs. Promotes and persuades others to consider new ideas. Takes calculated risks on new and unusual ideas;thinks “outside the box.” Takes an interest in new ideas andnew ways of doing things. Is not bound by current thinking ortraditional approaches. Technological awareness: Keeps abreast of available technology. Understands applicability and limitations 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 QualificationTraining in archives and records managment related training (on-line or in person) through a professional association, such as AIIM or ICA, university or organization is required.Work ExperienceA minimum of five years (three years with a first level university degree) of experience in archives, records or library science is required. Experience applying record retention to both paper and digital records is required. Experience in carrying out database administration tasks is required. Experience working with managed metadata in Sharepoint is desirable. Experience working in electronic information management systems is required. Experience working in international organisations and in particular international courts is desirable.LanguagesEnglish and French are the official and working languages of the International Court of Justice. An excellent command of either English or French (equivalent to UN Level III – Advanced Language Competence) and a full working knowledge of the other language (equivalent to UN Level II – Intermediate Language Competence) are required. An excellent command of the second language is desirable.AssessmentThe assessment of qualified candidates will include written tests and a competency and/or knowledge-based interview.Special NoticeThe Court is an equal opportunity employer and encourages all candidates, irrespective of gender, nationality, religious and ethnic backgrounds, including persons with disabilities, to apply to become a staff member. This post is subject to local recruitment pursuant to United Nations Staff Rule 4.4. All staff in the General Service and related categories are in principle recruited in the country or within commuting distance of the seat of the Court, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment is not eligible for the allowances or benefits exclusively applicable to international recruitment. Candidates living outside the Netherlands or beyond commuting distance of the seat of the Court may apply for the position but will be regarded as local applicants and be subject to the same conditions. Candidates meeting the requirements of the position may be invited for tests and interview remotely or at the seat of the Court in The Hague. In the latter case, those candidates will be required to cover their own travel, accommodation and subsistence costs. The selected candidate may be subject to security clearance, including verification of the information provided and a criminal record check. All candidates should be prepared to submit an electronic copy of their passport and all diplomas listed on their profile when requested. The Registrar reserves the right not to appoint any candidate to the post, or to appoint one at a lower level or on the basis of a modified job description. Applications that are found by the Court to meet the vacancy announcement criteria may be added to a reserve list in case a similar vacancy arises in the future. Depending on professional background, experience and family situation, a competitive compensation and benefits package is offered. In addition to a salary paid in euros, the Court offers an attractive benefits package including 30 days of annual leave, a pension plan and subsidized medical insurance. If the selected candidate is a staff member from an organization applying the United Nations Common System of Salaries and Allowances, the provisions of the Inter-Organization Agreement concerning Transfer, Secondment or Loan may be applied.United Nations ConsiderationsIn accordance with the ICJ Staff Regulations and Rules, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with ICJ if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. Candidates who have committed crimes other than minor traffic offences may not be considered for employment. Applicants are urged to carefully follow all instructions available in the online recruitment platform, Inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the Inspira account-holder homepage. The evaluation of applicants will be conducted based on the information submitted in the application according to the evaluation criteria of the job opening and the applicable Staff Regulations and Rules, administrative issuances, and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in Inspira to be considered for the current job opening. No amendment, addition, deletion, revision, or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application. Job openings advertised in Inspira will be removed at 11:59 p.m. (New York time) on the deadline date.No FeeICJ does NOT charge any fees or request money from candidates at any stage of the recruitment process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICJ are fraudulent and should be disregarded.

Expected salary

Location

Den Haag, Zuid-Holland

Job date

Sat, 01 Mar 2025 01:28:56 GMT

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