Associate Records Management Officer, Arusha , Tanzania

Posting Title:ASSOCIATE RECORDS MANAGEMENT OFFICER, P2

Job Code Title:Associate Programme Management Officer

Department/ Office: International Residual Mechanism for Criminal Tribunals

Duty Station: ARUSHA

Posting Period: 18 July 2014-17 August 2014

Job Opening number: 14-PGM-RMT-36303-R-ARUSHA (X)

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

Special Notice

The appointment is limited to the Mechanism for International Criminal Tribunals. Appointment of the successful candidate on this position will be limited to the initial funding of the post. Extension of the appointment is subject to the extension of the mandate and/or the availability of funds. As the international tribunals are not integrated in the Secretariat, UN Staff Members serve on assignment or secondment from their parent department/office if selected. Appointments of staff members in the United Nations are subject to the authority of the Secretary-General. Staff Members are expected to move periodically to new functions in accordance with established rules and procedures, and may in this context be reassigned by the Secretary-General throughout the Organization based on the changing needs and mandates.

Organizational Setting and Reporting

The post is located in the Office of the Prosecutor (OTP) in the Arusha Branch of the Mechanism for International Criminal Tribunals (MICT). The incumbent will work under the direct supervision of the Legal Officer and the general supervision of the Officer in Charge/Senior Legal Officer.

Responsibilities

The incumbent will perform the following duties:

• Develop and implement procedures for the efficient, effective and safe handling of evidence, archiving of OTP records and management of OTP information demands.
• Priorities and set target dates for the development and implementation of new procedures and the completion of projects undertaken by the OTP.
• Responsible for the overall optimal functioning of the OTP's evidence and related databases. Propose upgrades and changes when required.
• Responsible for the receipt, handling and secure storage of all evidence ensuring that evidence is not interfered with, or accessed by unauthorized personnel.
• Provides physical evidence to authorized OTP staff as required.
• Ensure that the integrity of the physical collection is preserved by running continuous audit trail reports.
• Secure evidence received under Chain of Custody procedures and ensure that these are strictly followed and enforced for evidence that has been identified under this exigency.
• Research methods specifically aimed to store distinct evidence submitted (i.e. bacteria or fungi infected material, live ammunition, human remains, etc.) in order to avoid general contamination of the general collection.
• Study, analyse and report on proposed changes or upgrades to the various software and hardware systems used by OTP.
• Monitor the OTP archiving process, setting goals and targets for completion.
• Support the use of evidence and other information by the OTP related to the provision of mutual legal assistance- including searching analyzing and classifying documents - and the use of materials in investigation, trial, appeal and other proceedings, as required.
• Act as focal point for questions relating to OTP records, systems and databases. Attend meeting with OTP staff and other organs of the MICT, as appropriate to coordinate tasks.
• Keep abreast on the latest technologies in the appropriate fields.
• Liaise and negotiate with external sources to obtain the copies of publications and documents pertinent to the OTP and stay abreast of archival and library procedures at similar institution and on the latest technologies in the appropriate fields.
• Performs other related duties, as required.

Competencies

Professionalism: Knowledge of archives management, record-keeping and information management; professional knowledge in record-keeping and electronic records, systems and storage media formats, preservation, migration management and digital multimedia formats; conceptual, analytical and innovative problem-solving ability; demonstrates ability to handle complex business processes and information integration issues; demonstrates understanding of the importance of confidentiality and security of the functions; shows pride in work and 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.

Teamwork: Good interpersonal skills and ability to work in collaboration with staff at all levels, in a multicultural environment. Ability to motivate other members of the Team; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Education

Advanced university degree in Archival / Library Science, Records Management or related field. A first level university degree in combination with qualifying experience may be accepted in lieu of an advanced university degree. Extensive training and experience in the use of computer systems, particularly with regards to databases. Knowledge in the use of ZyLAB and SharePoint will be an advantage.

Work Experience

A minimum of two years of progressively responsible experience in evidence handling, record management and/or computer database systems for storage and retrieval of records and/or related field, preferably in law enforcement organizations. Experience at the ICTR or ICTY will be an advantage.

Languages

Fluency in one of the working languages of the MICT, English or French, (both oral and written) is required; knowledge of the other is desirable.

Assessment Method

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

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