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Information Systems Assistant

Basel, Rotterdam & Stockholm Conventions Secretariat (UN Environment)

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Org. Setting and Reporting

The United Nations Environment Programme (UN Environment) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The post is located in the Conference and Information Services Branch of the Secretariat of the Basel Convention on the Control of Transboundary Movements of Hazardous Wastes and their Disposal, the Rotterdam Convention on the Prior Informed Consent Procedure for Certain Hazardous Chemicals and Pesticides in International Trade and the Stockholm Convention on Persistent Organic Pollutants, in Geneva. Under the overall supervision and guidance of the Information Systems Officer, the incumbent has the following responsibilities:


1.Registers incoming and outgoing records in electronic recordkeeping system; Assembles records and creates electronic file lists in preparation for records transfer to other offices and locations.
2.Assists in drafting user and technical manuals on the use of records management systems in the office.
3.Assists in the development and maintenance of the BRS databases, including the development of classification systems and standard terminologies, as well as the Correspondence Tracking System (CTS), workflows and data collection procedures. Assists with the maintenance of user access rights for databases and other information systems.
4.Takes a lead role in recording registrations for meetings, participants' lists and statistics related to meetings. Develops MS Office templates and macros for automation of repetitive office tasks.
5.Provides basic support in the implementation and maintenance of customized software applications; Conducts research as requested by senior staff.
6.Acts as a focal point for processing of staff requests on massive mail outs and mail-merge operations, and serves as source of information on established data and information handling procedures and policies;
7.Develops, maintains and administers assigned static and dynamic BRS websites; liaises with systems developers to ensure that websites are integrated with existing systems; develops templates for use in website development.
8.Develops working prototypes to demonstrate website features and functions; demonstrate websites to users to determine changes needed.
9.Assist in assessing the needs of Secretariat for website concepts by graphic designers and systems developers.
10.Assists with fixing bugs that arise with website performance.
11.Conducts ad-hoc user training on standard electronic record keeping systems and websites maintenance.
12.Performs other related duties as assigned.


Professionalism: Knowledge of information management classification and retrieval systems, contacts and meetings registration systems, as well as websites content management systems, is required. Shows pride in work and in achievements; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Planning & 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.

Technological Awareness: Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.


High school diploma or equivalent. Supplementary training in relevant field is an advantage. Candidates MUST have passed the United Nations Administrative Support Assessment Test (ASAT) or the Global General Service Test (GGST) at Headquarters or an equivalent locally-administered test at Offices away from Headquarters.

Work Experience

A minimum of five (5) years of experience in information technology and applications, involving computer system networks or related area. Experience in providing reliable data management and records keeping services to senior IT staff, users, including support in the design, development and usage of various systems applications, data cataloging and computer systems' customizations is desirable.


English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in oral and written English is required. Working knowledge of another UN language is desirable.

See full vacancy and apply on the UN Careers Portal