Job Title: Associate Records and Information Management
Officer
Organization: World Intellectual Property Organization
(WIPO)
Records and Archives Section, Knowledge Management and
General Services Division, Administration, Finance and Management Sector
Grade: P2
Contract Duration: 2 years (maximum cumulative length
of 5 years)
Duty Station : Geneva, Switzerland
Publication Date : 03-Aug-2023
Application Deadline : 14-Sep-2023, 12:59:00 AM
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: please
note that the deadline for applications is indicated in local time as per the
time zone of the applicant’s location.
This post is a limited-term fixed-term post.
1. Organizational Context
a. Organizational Setting
The position is located in the Records and Archives Section
of the Knowledge Management and General Services Division, in the
Administration, Finance and Management Sector. The Section is responsible for
the development and implementation of policies, procedures and best practices
for the management of WIPO's organizational records and archives. The Section
also contributes to the delivery of integrated strategies for knowledge
management and enterprise content management to support business needs and knowledge
sharing.
b. Purpose Statement
The Associate Records and Information Management Officer
supports the daily operations for managing records and information in WIPO.
This includes maintaining Records and Information Management (RIM) tools such
as WIPO's Enterprise Content Management (ECM) system; developing and updating
procedures: contributing to the development of RIM tools and solutions;
coordinating retention and disposal activities; contributing to the development
and delivery of RIM training; encouraging compliance with RIM practices; and
providing technical support to WIPO staff members on RIM matters.
c. Reporting Lines
The incumbent works under the supervision of the Head,
Records and Archives Section.
2. Duties and
Responsibilities
The incumbent will perform the following principal duties:
a. Draft and update RIM procedures
and guidance; identify gaps and propose improvements to processes;
b. Maintain and monitor content
structures in WIPO's Enterprise Content Management (ECM) system by performing
quality checks to assess accuracy of records classification, retention
policies, and metadata usage, and propose corrective actions or improvements
when appropriate; in close collaboration with business unit focal points,
coordinate activities to maintain digital content structures;
c. Participate in the design,
development and implementation of new RIM tools and technologies including
providing functional requirements, identifying and proposing process
improvements, testing, and providing feedback;
d. Provide technical inputs for the
development of RIM policy and strategy;
e. Coordinate records retention and
disposal activities;
f. Develop and deliver
training on RIM principles and practices; encourage the adoption of RIM
policies, practices and tools; provide technical support to business unit focal
points and other WIPO staff members on RIM practices;
g. Handle complex enquiries; and
provide retrieval services for records and archives upon request;
h. Participate in the development
and implementation of projects as required;
i. Perform other related
duties as required.
3. Requirements
Education (Essential)
First-level university degree.
Education (Desirable)
Advanced university degree in records, information, archival
management, library science, knowledge management, or a related field.
Certification in records, information or archival
management.
Experience (Essential)
At least three years of relevant professional experience
including in digital records management, preferably in a large organization.
Experience of managing content in an ECM system.
Experience (Desirable)
Records and information management experience in an
international organization.
Practical experience in the development and delivery of RIM
training to a wide-ranging audience.
Language (Essential)
Excellent knowledge of written and spoken English.
Language (Desirable)
Good working knowledge of spoken and written French.
Job Related Competencies (Essential)
Excellent knowledge of RIM principles, industry standards
and guidelines.
Practical knowledge of digital records management
functionalities within an Enterprise Content Management (ECM) system.
Ability to work effectively within mixed disciplinary teams
and to liaise with stakeholders on different organizational levels.
High level of customer-orientation.
Excellent communication and interpersonal skills and ability
to maintain effective partnerships and working relations in a multi-cultural
environment with sensitivity and respect for diversity.
Competent user of Microsoft Office applications (Word, Excel,
Outlook, PowerPoint) with the ability to quickly adapt to new software and
tools.
Job Related Competencies (Desirable)
Experience with M365 SharePoint would be a strong advantage.
4. Organizational
Competencies
1. Communicating effectively.
2. Showing team spirit.
3. Demonstrating integrity.
4. Valuing diversity.
5. Producing results.
6. Showing service orientation.
7. Seeing the big picture.
8. Seeking change and innovation.
9. Developing yourself and others.
5. Information
Mobility: WIPO staff members are international
civil servants subject to the authority of the Director General and may be
assigned to any activities, office or duty station of the
Organization. Accordingly, the selected candidate may be required to
move from time to time to new functions and/or to another duty station.
Annual salary:
Total annual salary consists of a net annual salary (net of
taxes and before medical insurance and pension fund deductions) in US dollars
and a post adjustment. Please note that this estimate is for
information only. The post adjustment multiplier (cost of living
allowance) is variable and subject to change (increase or decrease) without
notice. The figures quoted below are based on the July 2023 rate
of 89.2%
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P2 |
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Annual salary |
$49,254 |
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Post adjustment |
$43,935 |
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Total Salary |
$93,189 |
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Currency USD |
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Salaries and allowances are paid in Swiss francs at the
official rate of exchange of the United Nations.
Please
refer to WIPO’s Staff Regulation and Rules for detailed information
concerning salaries, benefits and allowances.
Additional
Information
* Initial fixed-term appointment of two years, renewable
subject to satisfactory performance and other applicable conditions. The
selected candidate’s appointment will be subject to an overall term of five
years in this position, with no possibility of renewal beyond that
term. S/he may, however, apply and be considered for other positions
at WIPO.
This is not applicable to WIPO staff members on fixed-term,
continuing or permanent appointments, who were recruited following a
competition under Staff Regulation 4.10 (“Appointment Boards”).
This vacancy announcement may be used to fill other posts at
the same grade with similar functions in accordance with Staff Rule 4.9.5.
Applications from qualified women as well as from qualified
nationals of unrepresented Member States of WIPO and underrepresented
geographical regions are encouraged. Please click on the following links
for the list of unrepresented
Member States and the list of underrepresented regions and
the WIPO Member States in these regions.
The
Organization reserves the right to make an appointment at a grade lower than
that advertised.
By completing an application, candidates understand that any
willful misrepresentation made on this web site, or on any other documents
submitted to WIPO during the application, may result in disqualification from
the recruitment process, or termination of employment with WIPO at a later
date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will
be required to provide, in advance, a scanned copy of an identification and of
the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only
considers higher educational qualifications obtained from an institution
accredited/recognized in the World Higher Education Database (WHED), a list
updated by the International Association of Universities (IAU) / United Nations
Educational, Scientific and Cultural Organization (UNESCO). The list can be
accessed through the link: http://www.whed.net/.
Some professional certificates may not appear in the WHED and these will be
reviewed individually.
Additional
testing/interviewing may be used as a form of screening. Initial
appointment is subject to satisfactory professional references.
Additional
background checks may be required.
