Records Coordinator

3 weeks ago

Montréal, Canada United Nations Full time

The Information and Communication Technology (ICT) Section falls under the auspices of the Bureau of Administration and Services (ADB) and is headed by the Chief Information Officer (CIO) who has responsibility for planning, developing and implementing an information management strategy, setting and enforcing common ICT standards throughout the Organization. ICT strives to maximize stakeholder's satisfaction by ensuring quality service delivery in all operations and by adopting best practices in the governance and management of Information systems, cloud service providers, and resources. ICT’s work as enablers (of the most appropriate ICT to match ICAO's needs), should reflect in every facet of the Organization's operations, advancing and fostering an environment of collaboration and sharing.

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 RMS Supervisor (S/RMS) reports directly to the Data Management Officer and supervises a Records Coordinator, a State letter Coordinator, an Archives and Digital Capture Coordinator Clerk, a Registry Clerk, a Digital Capture Assistant and a Digital Capture Clerk.

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)

Coordinates the recording of official correspondence, achieving results such as:

- Capture official paper correspondence through scanning and optical character recognition, classify and index correspondence according to the ICAO File Guide and submit the resulting record for validation.
- Review and validate digitally captured and indexed records of paper correspondence for approval and filing into the RMS.
- Identify official paper correspondence as vital records, classify and submit them to REGIS for Legal Affairs and External Relations Bureau (LEB) and Office of the Secretary General (OSG).
- Request and file translated versions of non-English correspondence into the RMS.
- Open new volumes of paper files containing vital records.

Function 2 (incl. Expected results)

Monitors issues with records classification and processing, achieving results such as:

- Identify errors on record classification and minutes.
- Register and process corrective actions to ensure consistency and accuracy of records.
- Advise users and RMS Focal Points on procedural updates for classification and minutes improvement.
- Assist the RMS Supervisor on training/coaching of RMS staff.

Function 3 (incl. Expected results)

Assists Archives operations, achieving results such as:

- Assist with the periodic review of registry records according to the retention schedule.
- Process transfers of official inactive paper files.
- Close paper registry files and ensure their integrity.
- Update REGIS in accordance with transfer of paper files.
- Manage storage space of archival registry files.

Function 4 (incl. Expected results)

Assists RMS Focal Points and users of records and archives, achieving results such as:

- Advise HQ RMS Focal Points and users on the procedures for records management.
- Prioritize information queries on records and archives information from the Secretariat, members of National Delegations and the public.
- Answer queries and provide assistance for requests related to records in RMS, REGIS and Archives.
- Make arrangement for loan services of archival documents including paper registry files, working papers, ICAO documents, etc.

Function 5 (incl. Expected results)

Reviews RMS operational lists, achieving results such as:

- Update and maintain accurate and complete operational lists.
- Follow up with ICAO State Letter Coordinator and users to ensure accurate filing information updated.
- Monitor change requests for RMS operational lists.

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.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people

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