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SUPERVISOR REGISTRY & ARCHIVES, FS5

Job Title

SUPERVISOR REGISTRY & ARCHIVES, FS5

Department/ Office

International Criminal Tribunal for Rwanda

Duty Station

ARUSHA

Posting Period

5 January 2012-4 February 2012

Job Opening number

12-ADM-ICTR-21653-R-ARUSHA

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

International Criminal Tribunal for Rwanda, Division of Administrative Support Services, General Services Support Section.

Responsibilities

Under the direct supervision of the Chief, General Services & Support Section, Arusha, the Supervisor Registry/Archives services shall;

(1) Supervise the work of the Registry and Archives Unit as well as its staff, e g. messengers, radio operators, photocopying machine technicians and Archives clerks.

(2) Monitor the postage franking machine and ensure timely replenishment of postage funds

(3) Ensure that documents, circulars, mail, cables and fax messages are distributed to appropriate officials in a timely manner

(4) Develop and update the documents, classification, and file index manual.

(5) Develop mechanisms for electronic filing and retrieval of documents.

(6) Supervise the operations of the pouch office, ensure that diplomatic mail is dispatched and received as per established schedule.

(7) Ensure that rules and regulations governing the use of diplomatic pouch mail are strictly observed.

(8) Assist in the preparation of the annual budget plans of the Registry and Archives Unit.

(9) Supervise the reproduction and distribution of documents.

(10) Make special arrangements for the reproduction of sensitive and confidential documents.

(11) Review the periodicity of existing subject and Chrono files and determined the files for disposal and storage as per UN standing guidelines and regulations.

(12) Keep reference file records for incoming and outgoing pouch, fax messages, cables, circulars, and documents.

(13) Maintain a register of addresses for departed staff members for forwarding mail.

(14) Shall receive records from various sections under ICTR, Division of Administrative Support Services (DASS) and do the appraisal, sorting, listing, labeling, boxing and shelving these records in accordance with the UN Archives and Records Management Procedures.

(15) Coordinate the disposal of records with ephemeral value, Records which have outlived their usefulness in terms of fiscal, legal, Administrative, Historic, research, Archival or reference value.

(16) On a regular basis, the incumbent shall conduct a physical survey of records housed in various sections in order to ensure that there is a proper and an acceptable records and Archives Management program, based on the Mission Records Retention Schedule (MRRS)

(17) Develop a database suitable and compatible to the United Nations system, for all records at his/her custody, in conformance, and based with the UN Archives and Records Management guide.

(18) Shall develop an index for all records at the custody of the Archives Unit. Classifying and codification of records by subject and date as a common records series.

(19) Perform any other duties as may be assigned.

Competencies

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

Accountability:

-Takes ownership of all responsibilities and honours commitments

-Delivers outputs for which one has responsibility within prescribed time, cost and quality standards

-Operates in compliance with organizational regulations and rules

-Supports subordinates, provides oversight and takes responsibility for delegated assignments

-Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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

Technological Awareness:

-Keeps abreast of available technology

-Understands applicability and limitations of technology to the work of the office

-Actively seeks to apply technology to appropriate tasks

-Shows willingness to learn new technology

Commitment to Continuous Learning:

-Keeps abreast of new developments in own occupation/profession

-Actively seeks to develop oneself professionally and personally

-Contributes to the learning of colleagues and subordinates

-Shows willingness to learn from others

-Seeks feedback to learn and improve

Education

Secondary school education and Diploma in Archives and Records Management from a reputable institution of higher learning. Knowledgable in scanning data and entry of metadata in TRIM.

Work Experience

Eight years in similar and related assignments.

Languages

Fluency in one of the working languages of the UN Secretariat, English or French, (both oral and written) is required; knowledge of the other is desirable. Knowledge of another UN official language is an advantage

Assessment Method

Candidates will be assessed based on the eligibility criteria and competency-based interview.

Special Notice

This position is for local recruitment. External applicants will be considered only if no suitable internal candidates are found.

United Nations Considerations

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS' BANK ACCOUNTS.

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