Description of assignment title: Information Management Assistant
Assignment country: Afghanistan
Expected start date: 03/20/2023
Sustainable Development Goal: 16. Peace, justice and strong institutions
Volunteer category: National UN Volunteer Specialist
DoA reserved for persons with disabilities: No
Host entity: UNAMA
Duration: 10 months (with possibility of extension)
Number of assignments: 1
Duty stations: Kabul
Mission and objectives
UNAMA was established in 2002 as a Political/ Peacebuilding Mission, exceptionally) directed and supported by the UN Department of Peacekeeping Operations (DPKO).
UNAMA is a political mission that provides political good offices in Afghanistan; works with and supports the government; supports the process of peace and reconciliation; monitors and promotes human rights and the protection of civilians in armed conflict; promotes good governance; and encourages regional cooperation. UNAMA was established by the UN Security Council Resolution 1401 in March 2002 at the request of the Government of the Islamic Republic of Afghanistan. Its mandate is reviewed annually with the latest mandate renewal being on 15 September 2020 when the Security Council unanimously adopted Resolution 2543 (2020) Resolution 2543 (2020) calls for UNAMA and the Secretary-General’s Special Representative for Afghanistan, within their mandate and in a manner consistent with Afghan sovereignty, leadership and ownership, to continue to lead and coordinate international civilian efforts in full cooperation with the Government of Afghanistan. UNAMA maintains a permanent and extensive field presence across Afghanistan.
Under the direct supervision of IMU team leader and overall supervision of Chief FTS, the National UN Volunteer will:
- Support the implementation of the File Classification Scheme (FCS) in UNAMA offices, including preparation of an inventory of records in UNAMA offices, and assists with application of the UN File Classification Scheme (FCS) in selected offices;
- Facilitate the process of identification of vital records within sections, preparation of a relevant list including information on the location of records, accessioning procedure in case of an emergency and remote storage methods and locations;
- Collaborate and work closely with Records Management (RM) Focal Points on the inventory of records, application of FCS and Peace Keeping Operation and Retention schedule (PORS) to ensure they can correctly apply knowledge and RM standards in work situations;
- Facilitate the implementation of electronic records management system using SharePoint Online by ensuring that electronic records are accurately captured and managed in the system during the roll out of File Plan in the respective sections;
- Review and ensure that the catalogued records series are classified according to FCP and UN/Dublin Core Metadata standards and performs the process of indexing;
- Coordinate with the RM Focal Points on use of Electronic Record Management System Software (SharePoint Online); provides on-the-job training sessions to staff, liaises with offices throughout the implementation, and helps with scanning and appropriate classification of records, creation of folders;
- Contributes to the collection and analysis of data and identification of trends or patterns and provides draft insights through graphs, charts, tables and reports using data visualization methods for data-driven planning, decision-making, presentation and reporting;
- Documents requirements and background information used for data analysis;
- Any other related tasks as may be required or assigned by the supervisor.
Age: 27 – 80
Candidate must be a national or legal resident of the country of assignment.
3 years of experience in Relevant certification/diploma or other academic qualifications/training in Information/records management and/or business administration; Previous experience in the field of administration and records management is desirable; Experience in working with different donor organizations, U.N agencies supporting civil society development is an advantage; Excellent facilitation and communication skills are desirable; Basic knowledge of Geospatial Information Systems (GIS) is desirable; IT Project Management and Database Management Systems are Mandatory.
Area(s) of expertise
Information technology, Business management, Administration
English, Level: Fluent, Required Dari, Level: Fluent, Required
Required education level
Bachelor degree or equivalent in Information/records management and/or business administration Geospatial Information Systems (GIS)
Competencies and values
- Adaptability and flexibility
- Judgement and decision-making
- Planning and organising
Living conditions and remarks
The contract lasts for the period indicated above with possibility of extensions subject to availability of funding, operational necessity and satisfactory performance. However, there is no expectation of renewal of the assignment. Travel to duty station (if applicable) and a Settling-In-Grant will be provided in the event the duty station is not within commuting distance from the place of recruitment. The applicable Volunteer Living Allowance is provided monthly to cover housing, utilities and normal cost of living expenses. Life, health and permanent disability insurance are included ) and final repatriation (if applicable). Furthermore, in non-family duty stations that belong to hardship categories D or E, as classified by the ICSC, a Well-Being Differential (WBD) will be provided on a monthly basis. For UN Volunteer entitlements, kindly refer to the link: https://vmam.unv.org/calculator/entitlements
United Nations Volunteers is an equal opportunity programme that welcomes applications from qualified professionals. We are committed to achieving diversity in terms of gender, care protected characteristics. As part of their adherence to the values of UNV, all UN Volunteers commit themselves to combat any form of discrimination, and to promoting respect for human rights and individual dignity, without distinction of a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status.
Note on Covid-19 vaccination requirements
Selected candidates for certain occupational groups may be subject to inoculation (vaccination) requirements, including against SARS-CoV-2 (Covid-19) in line with the applicable host entity policy