Overview

Provide applications support and troubleshooting for Unit staff, conduct end-user training, and manage electronic record keeping systems.

Tasks Summary

• Provide standard and ARMS-specific applications support and applications troubleshooting for Unit staff.
• Conduct end-user training relating to standard electronic record keeping systems.
• Register Unit’s incoming and outgoing records in electronic record keeping system.
• Manage Separation Inbox in which organizations and participants/beneficiaries send emails with Separation Documents to be uploaded for creation of appropriate workflows.
• Manage MSS Uploaded documents.
• Participate in Quality Control by vetting all incoming documents.
• Maintain Unit’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
• Participate in records management projects, assemble records and create electronic file lists in preparation for records transfer and arrange for their transportation from offices to non-current storage.
• Assist in accessioning, disposition, description, and database updating activities as they relate to Unit records-related projects.
• Satisfy requirements for the procurement, payment and inspection of goods and services.
• Perform clearing house functions concerning maintenance of accession, disposal and location elements of the Unit's database.
• Support disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyse retention schedules and precedents in support of disposition decisions.
• Create and maintain manual accession records and provide information to other Section staff in support of reference and archival arrangement and description activities.
• Oversee internal records retrieval, loan, reproduction and staff clearance operations.
• Support external reference services by drafting routine responses to enquiries, including records reproduction transmittals, for approval of the Unit Chief.
• Participate in maintaining the Unit’s reference database.
• Process CE Signature Verification by approving or rejecting the signatures and following up.
• Process Thumbprint and guardianship Cases.
• Liaise with document processing services with respect to preparation, reproduction and distribution of documents and publications.
• Order and follow-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
• Provide document delivery services as required.
• Conduct research as requested by more senior staff.
• Provide relevant technical support to users of information services.
• Provide administrative support for the Unit and Section Chiefs and undertake other duties as assigned.
• Assist with the collection and analysis of data as well as preparation of data presentations and reports for information-sharing, responding to queries, knowledge management, planning and decision-making.
• Assist with visualizations and updating information material such as web pages or brochures.

Experience Requirements

• A minimum of five years of experience in archives, electronic records management or related area is required.
• The minimum years of relevant experience is reduced to three for candidates who possess a first-level university degree or higher.
• Experience in performing transactions using ERP systems, such as IPAS or similar systems, is required.
• Experience in records management in the field of pension administration is desirable.
• Experience within the United Nations common system is desirable.
• One year or more of experience in data analytics or related area is desirable.

Qualification Requirements

High school diploma or equivalent is required.