Digital Capture Assistant

2 weeks ago

Montreal, Quebec, Canada United Nations Full time

The International Civil Aviation Organization (ICAO) sets international Standards and Recommended Practices (SARPs) for aviation safety, air navigation, security and environmental protection.

To that effect, ICAO is a knowledge-based organization engaged in the development of intellectual property.

The Records Management Systems (RMS) team is responsible for the provision of electronic Records Management (RM) services and Archives for Bureaus at Headquarters and of RM services to Regional Offices.

RMS team is also responsible for the distribution of State letters and Electronic Bulletins to States and International Organizations.

The incumbent of the position reports directly to the Supervisor, Records Management Systems team (S/RMS), with whom s/he consults on complex cases.


Responsibilities:

Function 1 (incl. Expected results)

Identifies proper equipment and software, and prepare paper documents for digital capture, achieving results such as:

  • Identify suitable hardware and software for each job. Set up equipment prior to initiation of each job.
  • Prepare all documents by removing staples, paper clips, sticky notes and book bindings whenever appropriate.
  • Check and finetune paper for proper scanning by ensuring edges and corners are not folded and secure with tape any torn edges.
  • Identify and label fragile documents and/or oversized documents to be scanned on special equipment.
  • Produce a batch of documents ready for scan.
Function 2 (incl. Expected results)

Identifies document type, scan and index documents, achieving results such as:

  • Identify document type and select corresponding metadata procedure.
  • Assess the quality of originals and adjust scanning parameters accordingly, including the language for optical character recognition (OCR).
  • Indexing as per predefined metadata procedure and submit the digital documents to the review queue for quality control.
  • Conduct firstpass quality control on scanned documents.
  • Resolve scanning and indexing quality issues through rescanning, correction and resubmission of documents.
Function 3 (incl. Expected results)

Assists digital capture operations, achieving results such as:

  • Assist with the periodic review of working plans.
  • Assist with maintenance of equipment.
  • Generate periodic reports when required.
  • Identify document specification errors and report them.
Function 4 (incl. Expected results)

Re-assembles and archives original documents, achieving results such as:

  • Preserve original documents when required (vital records).
  • Categorize and label documents, which have been digitized.
  • Manage space required for original document preservation and store original documents in the appropriate location.
  • Dispose of originals past their retention schedule.
Function 5 (incl. Expected results)

Reviews digital capture results from other staff, achieving results such as:

  • Approve digital documents that meet the quality criteria.
  • Reject capture jobs with poor image quality and resubmit them for corrective action.
  • Identify indexing/metadata errors and correct them.
Function 6 (incl. Expected results)

Performs other related duties, as assigned.

Competencies

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.


Planning and Organizing:

Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.


Accountability:

Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.


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 produ

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