INFORMATION MANAGEMENT ASSOCIATE (IMA)


Location : HQ, New York, UNITED STATES OF AMERICA
Application Deadline :29-Mar-13
Type of Contract :FTA Local
Post Level :GS-7
Languages Required :
English  
Duration of Initial Contract :1 Year
All posts in the GS categories are subject to local recruitment.

Internally advertised General Service (GS) fixed-term appointment (FTA) positions located in Headquarters are open to GS staff members currently serving in New York/Washington D.C. who hold a UNDP permanent or FTA who are either US Permanent Residents, US citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Externally advertised GS fixed-term appointment and temporary appointment (TA) positions located in New York/Washington D.C. are open to candidates who are either US Permanent Residents, US Citizens or holders of a valid G4 visa at the time of their application and whose G4 visa has been acquired on account of their employment in the UN Systems based in New York or Washington, DC.

Current UNDP GS staff serving outside of HQ must meet the eligibility criteria stated above prior to their application.

Selected candidates who meet the above mentioned eligibility criteria are responsible for their own travel and/or relocation costs.

Selection to GS fixed-term appointment positions at Headquarters requires passing a UN administered clerical test (ASAT).

Applicants under serious consideration for short-listing of posts requiring accountancy and finance skills, must take the UNDP Accountancy and Finance Test (UNDP AFT) prior to short-listing.

Background

The United Nations Development Programme (UNDP) is the global development network of the United Nations system that is on the ground in 177 countries, with its Headquarters in New York, USA.

BoM is a central Bureau of UNDP Headquarters that deals with the development of corporate strategies, policies, tools and systems in the key management areas of human resources, finance and administration, budget, procurement, information and communications technology, legal, security, management consulting, and multi-partner trust funds. Drawing on sound analytics and a risk-management approach, BoM supports UNDP in the achievement of development results through management advice, innovative business solutions and other corporate services in operations management in line with evolving needs and expectations of development partners and international best practices. BoM also oversees policy adherence in operations management, safeguarding UNDP’s accountability vis-à-vis United Nations Member States and other relevant partners.

The Directorate of the Bureau of Management (BoM) consists of a small team advising and supporting the Assistant Administrator/Director and Deputy Directors of BoM on a wide range of management issues with significant corporate implications. The Directorate is also responsible for integrating and coordinating activities of 9 BoM Units. The IMA is part of the Directorate and reports to the Management Advisor in the BoM Directorate.
Impact of Results

BoM personnel rely heavily on reliable, secure and user-friendly IT solutions, including hardware, software, systems and tools, to ensure effective response to multiple business needs. The IMA plays a critical role in making sure that all these solutions are available to users and operate appropriately. Lack of necessary knowledge and skills, errors resulting from the lack of discipline, accurateness and follow-up, as well as untimely resolution of problems have a severe negative effect on the BoM personnel’s ability to fulfill their responsibilities and deliver effective services to clients.


Duties and Responsibilities

Under the general supervision of the Management Specialist in the Directorate, BoM, and under the technical guidance of the Manager of Network and Desktop Services of the Office of Information Systems and Technology (OIST), the Information Management Associate (IMA) is to provide daily ICT, including systems, support to all personnel of the BoM Directorate, ACP, and MCT as well as personnel of the OFRM located on the 17th floor of DC-1. Such support includes technical support to end-users, including relevant training, as well as implementation of corporate solutions and related change management support in the assigned units. The IMA must ensure proper configuration, design and operation of the network/desktop infrastructure, workstation hardware/software and ICT productivity tools and utilities. (S)he will work in close cooperation with technical staff from OIST, subject matter experts from vendors and suppliers, helpdesk, IMAs and LAN managers from other units/offices.

More specifically, the incumbent will be accountable for the following functions and responsibilities:

Ensuring compliance with ICT standards, including IT security
  • Conduct regular reviews of ICT hardware/software in assigned units and ensure that they meet the established standards and operate as required.
  • Implement and maintain relevant IT security measures, including anti-virus and anti-spam facilities.
  • Work to timely identify security incidents and ensure that they are timely addressed. Insure relevant issues are escalated to OIST on time.
  • Support the implementation of corporate ICT initiatives in the assigned units.

Effective user-support, including in the resolution of IT related issues

  • Ensure all office equipment, systems, and the networks operate effectively and support users in their use.
  • Set up all office equipment, including hardware/software installation and configuration, based on UNDP standards.
  • Perform day-to-day trouble shooting and resolution of hardware and software related issues. Ensure that all reported ICT related issues/problems are attended to and resolved within a reasonable time. Coordinate and liaise with technical support resources within OIST as well as external vendors for escalating and finding resolution to issues that cannot be resolved internally.
  • Provide other support to end-users in operating office equipment, systems, productivity tools, etc. as required.

Support to IT learning and knowledge sharing

  • Design and conduct both formal and informal training for users on UNDP ICT policies, procedures and computing and productivity tools.
  • Keep abreast of the current technology through self-study, publications, formal trainings and professional networks.
  • Participate in/contribute to discussions in the ICT knowledge network.

Support to communications, knowledge and information management

  • Working closely with the Communications Specialist, (1) post updates to the main (“landing”) intranet page of BoM and, as necessary, those of the assigned units; (2) ensure archiving of old items; (3) identifies new effective ways of presenting data on-line; (4) recommend technical improvements, including in navigation, user-friendliness, etc. of the BoM “landing” page.
  • Support the Directorate’s team in ensuring proper management of documentation, including digital filing, storage and archiving. Make recommendations on IT solutions to facilitate these processes.
  • Provide support to assigned units in leveraging ICT solutions to meet their business needs. Monitor their implementation.
  • Support users in using video and teleconferences facilities and other communications tools.
  • Manage phone and other relevant accounts with outside providers for the assigned units.

ICT procurement and asset management

  • Prepare hardware/software requirements for each assigned unit.
  • Support procurement of necessary hardware and software through completion of specifications and necessary procurement papers, issuing requisitions, following-up with vendors/suppliers to ensure timely delivery.
  • Maintain up to date ICT inventory and assets data base for all assigned units.
  • Arrange for the disposal of obsolete and surplus ICT equipment as per established asset disposal policy and guidelines.
  • Provide support to relevant staff in the Directorate in recording/managing all assets in the Directorate. 


Competencies

Corporate Competencies:

  • Demonstrates integrity by modelling the UN’s values and ethical standards
  • Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
  • Displays individual competencies and acts effectively as a team player
  • Promotes team spirit to achieve the objectives of UNDP

Functional Competencies:

Technical knowledge and experience in communications
  • Proficiency in the administration of Microsoft Windows XP and Vista Operating Systems, Microsoft Office Professional including Outlook, Symantec Antivirus Software or other AV utilities
  • Knowledge of and experience with using SharePoint
  • Knowledge of and experience with using social networking tools and systems
  • Website design and management skills
  • Ability to provide support to users in the identification of ICT/productivity solutions to support business needs

Managing complexity and delivery of results:

  • Focus on results
  • Positive response to feedback; ability to apply lessons learnt from experiences while understanding uniqueness of challenges
  • Actively works towards continuing personal learning and development in relevant areas, applies newly acquired skills

Personal impact and effectiveness:

  • Demonstrated ability to communicate/interact effectively with different non-technical users
  • Good interpersonal skills
  • Capacity to work under pressure both as part of a team and individually
  • Good self-management skills with proven ability to meet deadlines

Relations management:

  • Ability to establish harmonious and effective working relationships with colleagues and clients
  • Demonstrates integrity in handling sensitive and confidential information


Required Skills and Experience

Education:

  • Secondary education degree.
  • University Degree in Computer Science desirable, but it is not a requirement. Cisco Certified Network Engineer (CCNE) and Microsoft Certified Systems Engineer (MCSE) or Microsoft Certified Professional (MCP) required. If certification is not available at the time of recruitment, it should be obtained within 6 months.

Experience:

  • 7 years of relevant experience with at least 2-3 years of experience in Microsoft Windows administration.
  • Excellent knowledge and experience in Microsoft Offices Productivity Suite.
  • Hands-on experience in the identification and resolution of problems related to industry standard hardware platforms.
  • Skills in telecommunications facilities such as email (Outlook), Mobile/Smart phones and other equipment, Facsimile, Audio and Video conference facilities/equipment.


Language Requirements:

  • Fluent oral and written English. Knowledge of another official UN language is an asset.

Note:

The selected applicants will be required to sit for the United Nations Administrative Support Assessment Test (UN-ASAT). 

FC:11000


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