Information Management Assistant

Job Description

The UN Secretary-General’s launched on 1 January 2019 a bold and new global reform which repositioned the UN Development System to deliver more effectively and efficiently with the achievement of the 2030 Agenda and the Sustainable Development Goals. As part of this reform, UN Resident Coordinator Offices (UN RCO), under the leadership of an empowered and independent UN Resident Coordinator – the highest-ranking official of the UN Development System and Representative of the UN Secretary-General at country level – support countries in the achievement of their development priorities and the attainment of the SDGs.

The Information Management Unit (IMU) is an integral part of the RCO Nepal. Over the last years the IMU has contributed to preparedness and response planning for the Humanitarian Country Team (HCT). Staff from the IMU have helped to bring about significant improvements in how the HCT undertakes preparedness planning and subsequent prioritisation. The IMU produces GIS maps and other graphic presentations using primary and secondary data on various themes. The IMU also coordinates data collection and data processing; provides data, information management and mapping services to UNCT and partners; and supports the dissemination of information to the wider development and humanitarian community.

The position is located in the UN Resident Coordinator’s Office in Kathmandu, Nepal. The Information Management Assistant reports to the Information Management Unit Manager.

Responsibilities

Responsibilities: Within delegated authority, the Information Management Assistant will be responsible for the following duties:

1. SUPPORT THE RCO IN COLLECTING AND UPDATING INFORMATION:

• Contribute in coordination and compilation of information from relevant stakeholders/organization.
  
• Support in updating and validating regular IMU database such as incident database, Basic operating Guidelines (BOGs) database and other databases as necessary by collecting related information through a wide range of reliable sources.
  
• Support in developing online questioner using tool such as Survey monkey, Kobo etc. for collecting information as per request and/or need.
  
• Quality control of collected data and information in terms of its reliability, completeness and consistency.
  
•  Support in producing various information products, technical reports, working papers, briefing pack and presentations as required.
  
• Ensure information/data security of all the data products and its regular backup.
  
• Support in updating and assimilating global information management standards, policies and procedures to guide related information management activities.2. MANAGEMENT, MAINTENANCE AND REGULAR UPDATE OF UNCT NEPAL WEBPAGE, NEPAL INFORMATION PLATFORM (NIP):
•  Maintain and continuous monitoring of NIP and its related activities.
  
•  Set platform for prompt and timely update of the information on the web page.
  
•  Train/orient/monitor web content managers of different agencies and thematic groups on updating their respective agency/thematic webpage in NIP.
•  Design new thematic page as per requirement for publishing information on new theme.
  
•  Regular coordination with web technical team.
  
•  Insure timely backup of data on web page.
  
•  Regular web security checks of NIP.
  
•  Prepare monthly statistical analysis report of NIP and its usefulness.
  
•  Maintain up to date log on all the activities conducted in NIP.3. SUPPORT IN COORDINATION AND MANAGEMENT ARRANGEMENT:
•  Regular update and synchronize of existing contact database.
  
•  Share contact list through NIP and emails.
  
•  Regular update of existing contact group email such as HCT email group, IMWG etc .
•  Create new contact group as per request and/or need.4. SUPPORT OFFICE IN NETWORKING WITH PARTNERS:
•  Assist in conducting Information Management Working Group (IMWG) meeting and preparation of meeting minutes.
  
•  Develop and maintain the network of partners to gather, maintain and produce wide range of information products.
  
•  Facilitate the meetings with partners relating to SDG working group, BOGs, Contact Groups, Workshops and any other related activities.5. ASSIST IN DESIGN, DEVELOP AND MAINTAIN DATABASES:
•  Assists in designing and developing database management systems, monitoring tools and data collection tools/templates to support humanitarian and development operations.
  
•  Assist in regular update, management and backup of IMU database repository including Common operational database (COD), Fundamental operational database (FOD), Who is doing What and Where database and others
  
• Maintain up-to-date log of IMU database repository.6. FACILITATION OF KNOWLEDGE BUILDING AND KNOWLEDGE SHARING:
•  Organize training to RCO staff and partners on information systems, when required.
  
•  Synthesis of lessons learnt and best practices in the information management.7.DOCUMENTS:
•  Liaises with document processing services with respect to preparation, reproduction and distribution of documents and publications.
  
•  Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
  
•  Provides document delivery services as required. 
•  Undertake other duties that may be required by the RCO Head of Office or the Information Management Unit Manager

Competencies

PROFESSIONALISM: Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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.

TEAMWORK:Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

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.

Required Qualification & Experience

Education

High school diploma or equivalent is required. Passing the United Nations Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GSST at the time of application may be invited for the test after submitting an application.

Work Experience

A minimum of five years of experience in archives, electronic record management or related area is required

Working for the United Nations or another international organization in a similar capacity is required.

Experience in Graphical software application (experience in Adobe Illustrator, ESRI ArcMap) is desirable

Experience in Online web survey application (Survey Monkey, Kobo) is desirable

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Nepali is required. Knowledge of another official United Nations language is desirable. NOTE: “fluency equals a rating of “fluent” in all four areas (read, write, speak, understand) and “knowledge of” equals a rating of
“confident” in two of the four areas)

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview

Special Notice

This is a project post. Appointment against this position is for an initial period of one year. Extension of the appointment is subject to extension of the mandate or the availability of the funds. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her.

How to Apply