Information Management Assistant

Organizational Context

This Information Management Assistant role is within the Archives Management Unit of the UN Secretariat's Department of Operational Support. The department provides operational advisory services across the Secretariat. The Archives and Records Management Section (ARMS) is responsible for identifying, preserving, and providing access to UN historical records, managing all aspects of UN record-keeping from creation to archival preservation.

Job Purpose

The Information Management Assistant supports the Archives and Records Management Section (ARMS) by managing digital archives, publishing declassified records, and ingesting digital assets into preservation systems. This role involves developing scripts for data exchange, maintaining technical guidance, and facilitating the transfer of digital records. The position also supports accessioning operations, oversees contractually stored digital records, and assists with archival arrangement and description. Additionally, the role provides curatorial support for collections, performs research, manages IT hardware and software, and offers technical support to ARMS staff, ensuring optimal performance and functionality of IT resources within the section.

Responsibilities

Key responsibilities include exporting and publishing declassified archives from MF Content Manager (TRIM) to AtoM, and ingesting digital archives into the Preservica system. The role involves designing and developing Python or C# scripts for data exchange and synchronization, and maintaining/updating technical guidance and Standard Operating Procedures (SOPs). The Information Management Assistant facilitates the transfer of digital records into archives, supports accessioning operations, and oversees contractually stored digital records, including monitoring compliance and applying retention schedules. Responsibilities also extend to managing archival arrangement and description of digital records, providing curatorial and database management for artworks and photographs, and performing research and document delivery. Furthermore, the role includes managing and maintaining ARMS' software and hardware, providing IT technical support, acting as the IT focal point, and maintaining service and workload statistics. The position also involves guiding junior staff and providing administrative support.

Work Experience

A minimum of seven years of experience in information management, IT, archives, or electronic records management is required. This requirement is reduced to five years for candidates with a first-level university degree or higher. Experience in IT technical support and troubleshooting is also required. Experience with records management systems (e.g., MF Content Manager), archives management systems (e.g., AtoM), or digital preservation systems (e.g., Preservica) is desirable, as is experience with scripting (Python/C#) and API knowledge.

Skills

Professionalism, Teamwork, Technological Awareness, knowledge of electronic record keeping and relevant information systems, ability to undertake independent research, maintain records systematically, retrieve materials accurately, identify and assess issues, develop retrieval tools, and adapt to new technology.

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