Knowledge Management Assistant , UNDP TANZANIA

Under the guidance of the Director of the UN Information Centre (UNIC), the Knowledge Management Assistant will be responsible for the following duties: • Registers, classifies, catalogues and organizes all reference materials, documents, publications, press releases, etc.; assists in cataloguing operations, in particular, performing copy-cataloguing functions. • Responsible for cataloguing and maintaining the audio-visual library - videos, DVDs, CDs. • Responsible for loans and returns of library material, such as documents, publications, audio-visual. • Develops and maintains relevant databases, keeping data accurate and current; and prepares new material as needed. • Reviews sources to identify appropriate reference materials that meet the information needs of the UN Information Centre and its clientele; conducts periodic inventory and evaluates the information needs of the Library’s clientele; orders publications and information materials from UN Headquarters (UNHQ) as needed. • Provides technical support and instructions to library patrons in using electronic resources and reference tools to obtain information; provides visitors with information on the UN and specialized agencies; responds to queries on and requests for UN reference materials; conducts briefings on related subjects to individuals and groups both at UNIC and outside locations such as educational institutions; liaises and coordinates with local libraries and with the Dag Hammarskjöld Library in UNHQ. • Responds to email and phone enquiries about the work of the UN and its Agencies. • Maintains UNIC webpage, editing content for posting as appropriate and disseminating information on UNIC activities as appropriate; deals with IT equipment in the Centre and provides technical support for the library’s electronic resources and operations. • Performs research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases. • Conducts regular backup jobs for library databases on various platforms and performs other routine maintenance procedures to ensure the integrity of library data. • Orders and ensures shipment of documents, reference materials and necessary equipment for the Library and the UNIC. • Maintains statistics on the number of visitors, services provided and workload indicators; and provides statistical data to UNHQ for assessing the usefulness and relevance of posted materials. • Co-ordinates work and/or participates in training of interns and junior support staff, as needed; provides administrative support for the Library; and assists in the management of library accounts. • Works in concert with other UNIC staff on various information-related projects; assists with special projects and programmes of the Director and/or National Information Officer • Undertakes other duties as assigned.

Competencies

• Professionalism: Knowledge of library operations, including editorial standards and cataloguing. Ability to undertake relevant research, maintain records in a systematic fashion and retrieve necessary materials with maximum speed and accuracy. Shows pride in work and in 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. 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. • Teamwork: Works collaboratively with colleagues to achieve organizational goals; 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. • 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.

Required Skills and Experience

Education: High school or equivalent diploma. Experience: A minimum of seven years of progressively responsible experience, preferably within the UN system, including a minimum of four years in the field of library work or information network administration or related field. Experience in content management of web sites highly desirable. Language: English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English and Kiswahili is required. Knowledge of another official United Nations language is an advantage. Other Skills: Training in library science, information sciences or a related field is highly desirable. Knowledge of automated information systems as applied to libraries and/or information networks, including web-related skills, are highly desirable. Disclaimer: Please note that external candidates will be graded in accordance with the current recruitment guidelines. This means that external candidates may be recruited at a lower level than that of the advertised level of the post.

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

Knowledge Management Assistant