Economic Commission for Africa Information Management Officer Jobs in Ethiopia

Economic Commission for Africa Information Management Officer Jobs in Ethiopia


Org. Setting and Reporting

  • The Economic Commission for Africa’s (ECA) mission is to deliver ideas and actions for an empowered and transformed Africa; informed by the 2030 Agenda and Agenda 2063.

  • The mission will be guided by ECA’s five new strategic directions which are:

  • Advancing ECA’s position as a premier knowledge institution that builds on its unique position and privilege to bring global solutions to the continent’s problems and take local solution to the continent; developing macroeconomic and structural policy options to accelerate economic diversification and job creation; designing and implementing innovative financing models for infrastructure, and for human, physical and social assets for a transforming Africa; contributing solutions to regional and transboundary challenges, with a focus on peace security and social inclusion as an important development nexus; advocating Africa’s position at the global level and developing regional responses as a contribution to global governance issues.

  • This post is located in the Publications, Conference & Knowledge Management Division (PCKMD), Knowledge Management Services Section (KMSS), Archives & Records Management Unit. The incumbent works under the overall guidance of the Director of the Publications, Conference & Knowledge Management Division, and direct supervision of the Chief, Knowledge Management Services Section.

    Responsibilities

    Within delegated authority, the incumbent will be responsible for the following duties:

  • Finalize an Archives and Records Management (ARM) strategy for ECA’s vital administrative records incorporating the capture of the past, current, and future records both in print and electronic visual formats;

  • Provides advisory services to ECA Divisions on record-keeping practices including: needs and business process analysis; organization and maintenance of ECA information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications;

  • Researches, analyses and evaluates new applications of information technology to archives and records management and makes recommendations for their deployment;

  • Participates in record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of record-keeping application improvements and new systems; provides user support;

  • Develops detailed system and other functional specifications and standards from the record keeping perspective and user documentation for new systems;

  • Develops training materials and user manuals; trains staff in use of the record keeping system assigned;

  • Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal;

  • Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Section’s storage facilities meet environmental standards;

  • Manages archival processing activities by overseeing adherence to preservation, international bibliographic, description and database standards; produces descriptive inventories; prepares mark-up of descriptive inventories for electronic dissemination; and makes recommendations regarding the planning and prioritization of preservation and description programme requirements;

  • Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff;

  • Evaluates adequacy of existing records management and reference tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization;

  • Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations;

  • Participates in developing client outreach strategies and in their implementation. Conducts programmes
    of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach;

  • Initiates a strategy for a paperless system for ARM;

  • Contributes to ECA-wide business continuity and disaster preparedness planning to ensure that vital records are safeguarded;

  • Evaluates programme effectiveness by conducting periodic surveys of information systems to ensure compliance with the policy;

  • Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.

  • Performs other related duties, as required.

    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 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.

  • Planning & 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

  • Advanced university degree (master's degree, doctorate, or equivalent) in archival, information science, information systems, social science or related field is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

    Work Experience

  • A minimum of five years of progressively responsible experience in modern archives management, record keeping, library, information management or related area is required.

  • Demonstrated experience in developing and implementing a records management strategy including guidelines, procedures and manuals in an international organization is desirable.

    Languages

  • English and French are the working languages of the UN Secretariat. For this position, fluency in English is required. Knowledge of French is desirable. Knowledge of another one of the official UN languages is an advantage.

    How to Apply

  • For more information and job application details, see; Economic Commission for Africa Information Management Officer Jobs in Ethiopia


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