12 September 2018

New York


Fixed Term

This is a 5 month funded position for a digital preservation expert to come and work in New York at the United Nations Headquarters.

The UN's Department of Management (DM), Office of Central Support Services (OCSS) and Archives and Records Management Section (ARMS) are moving from self-managed practices and technology to an enterprise programme.  The UN seeks a colleague to help or lead with a couple of big initiatives: gathering requirements for an enterprise preservation system and preparing an RFI/RFP, and developing a distributed custody and secure data storage protocol for on premises network storage.  

The post holder will also provide subject matter expert input on the range of information-related policies, procedures and guidance the UN is drafting, and he/she may be expected to prepare notes/briefs etc.

The position is for a fixed term of 5 months and the application will be posted until an extended deadline of: 12 September 2018.


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

  • Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Organization’s non-current records and archives and delivery of reference services, archival description and systems management.
  • Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records. 
  • Assesses and makes recommendations relating to the use of information systems from the recordkeeping perspective. Provides reliable, up-to-date research and specifications for information management technology and innovations applications relevant to records management and archives.
  • Evaluates and pilots emerging technologies (including software applications and associated hardware, e.g., document/correspondence management products, imaging and digitisation systems and optical disk storage media) to develop strategies for integrating records created in diverse systems into an electronic recordkeeping system; to plan and develop migration strategies for archival preservation of electronic records and to develop and maintain expertise necessary to advise Secretariat offices in the management of electronic records.
  • Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
  • Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value, develops and implements appropriate retention schedules with records-originating offices, monitors compliance with the requirement to transfer inactive records to Headquarters, and, where applicable, identifies non-core records for transfer to commercial storage and manages commercial storage contracts.
  • Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitisation of finding aids and records and their electronic dissemination. 
  • Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards.
  • Provides advisory services Organization-wide on recordkeeping practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to recordkeeping practices, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records to the section; organizes and maintains UN records; preserves and disposes, identifies and protects vital records; and informs management policies and procedures, with an emphasis on technological applications.
  • Monitors the progress of projects in client offices, ensures compliance with Section standards and guidelines and provides assistance in identifying consultants as required and associated project Terms of Reference
  • Evaluates the performance of vendors and certifies invoices, as necessary.
  • Guides, trains and supervises professional and general service staff in the various records information management functions.
  • Performs other duties as assigned


  • 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.
  • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.
  • 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.

For more information or for an informal discussion about the role, please contact Bridget Sisk: This email address is being protected from spambots. You need JavaScript enabled to view it.


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