Documents Manager

Org. Setting and Reporting

The post is located in the Office of the Prosecutor (OTP) of the United Nations International Residual Mechanism for Criminal Tribunals (IRMCT), Arusha Branch. The incumbent will work under the general supervision of the Officer in Charge/Senior Legal Officer and the Associate Information Management Officer.

Responsibilities

• Receives and processes all evidence material, records, seizures and other documents from core, investigations, trial and appeals activities as well as other sources.
  
• Implements established systems and document control procedures by maintaining a daily record of new material received including by affixing unique identifiers/numbers on such newly received documents.
  
• Performs electronic record keeping by scanning hard copies of documents using optical scanners to produce images and full-text electronic versions; analyses documents according to protocols and enters information about the document into the evidence database using existing classification guidelines.
  
• Organizes and maintains the established system of case files related to the preparation of cases, trial and appeal hearings, amendment of indictments, applications for the referral of cases to national jurisdictions and applications for review filed by convicted persons.
  
• Responds to job assignment requests from within the OTP with respect to search requests, document production, and the disclosure obligations of the Prosecution.
  
• Maintains the integrity and physical order of active and archived records by arranging them in systematic manner for ease of referencing and retrieval.
  
• Prepares summaries of documents to enhance searchability by end users by ensuring that important information is recorded as part of the metadata field.
  
• Upon request, submits documents for translation in order of priority and updates the translation database in order to avoid duplication of such requests.
  
• Maintains statistics and workload indicators on services provided.
  
• Performs any other duties as assigned.

Competencies

• Professionalism: Knowledge of the Rwandan genocide, the crimes committed and the work of the ICTR and IRMCT. Knowledge of electronic record keeping and relevant information systems and networks. Ability to undertake independent research, maintain records in a systematic fashion and retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Excellent computer skills. Proven ability to use specialized database/litigation software applications such as TRIM, Zylab, Zyfind and Casemap. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges. Remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
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• Teamwork – Works collaboratively with colleagues to achieve organisational 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 Organising – 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.

Education

High school diploma or equivalent. Additional training or degree in modern records management or archiving would be an added advantage.

Job-Specific Qualification

Desirable additional training in modern records management or archiving would be an added advantage.

Work Experience

• Required at least six years of experience in archives, electronic records management or related area.
  
• Highly desirable experience handling and processing sensitive or confidential material.
  
• Greatly desirable relevant experience in an international legal environment.
  
• Desirable experience working at an international criminal tribunal will be an advantage.

Languages

English and French are the working languages of the UNIRMCT. For the post advertised, fluency in oral and written English is required. Working knowledge of French or Kinyarwanda is an advantage.

Assessment

There may be an assessment exercise for qualified candidates followed by a competency-based interview.