Information Management Assistant

The Information Management Assistant supports the Archives and Records Management Section by managing digital archives, developing scripts for data synchronization, maintaining technical guidance, facilitating digital records transfer, and providing IT support within the section. The role also involves curatorial duties for artworks and archival photographs, research services, and administrative support.

Responsibilities

• Exports declassified archives from ARMS' records management system, MF Content Manager (TRIM), and publishes them to archives publishing system, AtoM.
• Ingests digital archives transferred to ARMS into its digital preservation system, Preservica.
• Designs and develops Python or C# scripts to facilitate data exchange and data synchronization between different systems.
• Maintains and updates ARMS' technical guidance and Standard Operating Procedures (SOPs), ensuring that all procedures align with industry best practices and organizational requirements.
• Facilitates the periodic transfer of scheduled digital records into the Archives by liaising with colleagues, Secretariat staff, and overseas offices; ensures the completeness and accuracy of transfer documentation; and provides assistance to Secretariat staff in transfer preparations.
• Supports digital records accessioning operations by managing digital transfer tools which apply retention schedules, link to previous accessions, break accessions into records series, and registers identifiers in the Section database.
• Oversees contractually stored digital records by facilitating the establishment of contracts and monitoring compliance; prepares and arranges digital records for transfer to storage; applies retention schedules and initiating reappraisals and disposals in consultation with archivists; registers actions in the Section database.
• Oversees archival arrangement and description operations of digital records by identifying, planning and overseeing projects in consultation with Section archivists and in liaison with contractual archivists.
• Supports the archival arrangement, description and preservation of digital records by preparing archives according to archival standards and database protocols.
• Provides curatorial and database management for artworks and archival photograph collections.
• Performs research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases.
• Manages and maintains software and hardware used within ARMS, ensuring their optimal performance and functionality; provides technical support to ARMS staff, assisting with IT-related issues and questions; tests new technologies and tools in accordance with the business needs of ARMS; and acts as an IT focal for the section and orders and ensures shipment of IT equipment, manages its inventory, and works with the Office of Information and Communications Technology, as necessary, to ensure the Section’s IT requirements are met.
• Maintains statistics on service and workload measures.
• Guides and supervises more junior General Service Staff.
• Provides administrative support for the section and unit chiefs and undertakes other duties as assigned.

Requirements

• High school diploma or equivalent is required.
• A minimum of seven years of experience in information management, information technology, archives, electronic records management, or related area is required.
• The minimum years of relevant experience is reduced to five (5) for candidates who possess a first level university degree or higher.
• Experience in providing technical support, troubleshooting IT-related issues, and effectively communicating solutions to clients is required.
• Experience with records management systems, such as MF Content Manager; archives management systems, such as AtoM; and/or digital preservation systems, such as Preservica, or an equivalent system is desirable.
• Experience scripting (e.g. Python/C#) and API knowledge is desirable.
• Knowledge of electronic record keeping and relevant information systems and networks.
• Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy.
• Ability to identify and assess issues and develop accurate retrieval tools for relevant records.
• 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.
• English language proficiency at UN Level II for reading, writing, listening, and speaking.

Skills

• Information Management
• Information Technology Support
• Archives Management
• Electronic Record Management
• Records Management Systems
• MF Content Manager
• AtoM Platform
• Digital Preservation Systems
• Preservica
• Technical Support
• IT Troubleshooting Support
• Python Scripting
• C# Scripting
• API Knowledge
• Electronic Record Keeping
• Research Skills
• Data Synchronization
• Digital Records Transfer
• Curatorial Duties
• Administrative Support

Languages

English