Information management assistant, GS 4

Duties and responsibilities

Under the general supervision of the Prevention Web Project manager and the Managing Editor in Geneva, the Information Management Assistant will be responsible for the following duties:

Information Management

• Assist the managing editor in the maintenance of the Prevention Web document database, including posting documents, monitoring relevant sources, adding metadata to selected documents and quality control.
• Assist the managing editor in the maintenance of the Prevention Web content, contact database, including updating information and information exchange.
• Format and edit documents posted on the Prevention Web databases.
• Assist in drafting partner correspondence
• Assist in providing guidance to interns on Prevention Web editorial standards
• Assist in photo research for Prevention Web use
• Update relevant information on the UNISDR intranet
• Assist in responding to internal and external client needs in the absence of the project manager or managing editor

General Administration

• Provide guidance to IMU staff with respect to administrative procedures, processes and practices, liaising with central administrative services as necessary.
• Support organization of meetings, including preparations of agenda, attendance lists, invitations, arrangement of venues and accommodation, taking minutes and other related activities.

Competencies

• Professionalism - Knowledge of the UN system, staff rules and regulations, as well as administrative policies and practices including IMIS. Ability to manage processes, maintain records in a systematic fashion, interpret/analyze a wide variety of data, and identify/resolve data discrepancies and activity problems.
• Planning and Organizing - Demonstrate effective organizational skills and ability to handle work in an efficient and timely manner.
• Commitment to continuous learning - Initiative and willingness to learn new skills and flexibility to changes in the assignment.
• Technological Awareness - Fully proficient computer skills, particularly in using relevant information databases, internet services and library sources.
• Communication - Ability to write in a clear and concise manner and to communicate effectively orally. Be able to make external contacts when necessary.
• Teamwork - Good interpersonal skills, ability to work in a multi-cultural, multi ethnic environment with sensitivity and respect for diversity.

Qualifications

• Education: Completion of secondary school or its equivalent commercial school
• Experience: At least 4 years of experience in the field of information management and/or administrative services, in disaster risk reduction, humanitarian affairs or related fields.
• Language: Fluency in oral and written English. Knowledge of another UN official language is an advantage.
• Other skills: Knowledge of automated information systems as applied to information networks.
• Experience in using Website Watcher, Dreamweaver, Photoshop, and video and audio editing applications desirable.