Liaison Assistant (Records Management), G6 at United Nations Office at Nairobi (UNON)

Responsibilities
Records Management:

• Executes the records management function of the Unit (paper and digital) to support the day-to-day operations.
• Sorts and files all relevant documents according to the established filing system structure and ensures that retention schedules are observed.
• Jointly with the Senior Liaison Assistant, keeps track of all incoming and outgoing correspondence (notes verbale, letters, memos, meeting minutes, etc.) and stores related metadata for easy retrieval and reference.
• Stores all documentation in designated places, secures important documents, deals with all requests for access to files, keeps a log of the movement of documents.
• Creates new files, updates existing records with new information when required.
• Follows policies and confidentiality dictations to safeguard data and information.

Departure Procedures:

• Ensures that all exit procedures for staff members leaving the organization are promptly and efficiently carried out.
• Liaises with the Senior Liaison Assistant to keep track of staff members whose tour of duty has ended, monitors clearance requests on the iNeed portal.
• Ensures that the following exit procedures are completed (return of diplomatic identity cards and red number plates, processing of Pro1C where necessary, transfer of TIMS account to exiting staff member, de-registration in the IPMIS platform and cancellation of work permit exemption where necessary).
• Follows up the completion of 2) above with HCSU protocol assistants and informs supervisor to clear the staff.

Archiving:

• Arranges for the periodical transfers of scheduled records to the CSS Central Archives Unit and oversees the digitization of documents/files.
• Assembles records/files and creates electronic file lists in preparation for records transfer.
• Liaises with the UNON Archives Sub-Unit to ensure the completeness and accuracy of transferred documentation.
• Prepares a digitization plan to convert all manual documents to digital format for the Chief of Unit.

Reporting:

• Assists 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.
• Prepares data sets upon request; responds to queries/requests and maintains/updates web pages.
• Prepares proposal for automating the process of data extraction, data cleansing and consolidation for the generation of billing statistics.
• Assists with visualizations and updating information material such as web pages or brochures.
• Performs other duties as assigned by the Chief of Unit.

Competencies

• PROFESSIONALISM: Shows pride in work and in achievements. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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 AND 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.

Education

• Completion of High school diploma or equivalent is required.
• Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Successful passing of the Administrative Support Assessment Test (ASAT) in English at the United Nations Headquarters (UNHQ), Economic Commission for Africa (ECA), Economic and Social Commission for Western Asia (ESCWA), United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV), International Criminal Tribunal for Rwanda (ICTR) or International Criminal Tribunal for the former Yugoslavia (ICTY) may be accepted in lieu of the GGST. The GGST is administered to applicants when required before the administration of a written assessment and/or interview.

Job - Specific Qualification

• A technical or vocational certificate in Records and Information Management is required.

Work Experience

• A minimum of seven years of relevant and progressively responsible working experience in an international /diplomatic organization is required. The minimum years of relevant experience is reduced by two years for candidates who possess a first level University degree.
• Direct experience with, or exposure to, the administration of privileges and immunities of international/diplomatic organizations in Kenya is required.
• Formal training in Records and Information Management is required.
• Experience designing and deploying self-service analytics and reports in data visualization applications (MS Power BI or similar) is required.
• Knowledge of UN policies, procedures, and operations is desirable.
• Work experience of one (1) year or more in data analytics or related area is desirable.

Languages

• English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.