Library Assistant [Temporary] at United Nations Environment Programme (UNEP)

This position is located in the Knowledge & Publications Management Unit of the Big Data Branch of the Science Division at the Nairobi duty station. Under the direct supervision of the Head, Knowledge & Publications Management Unit, the incumbent will carry out the following duties: Provide reference services to UN staff and the public, assist in the management of the library system and databases; train library users and staff on the use of various reference tools, provide library outreach services and provide administrative support to the library.

Provide reference services:

• Review a variety of sources to identify appropriate materials that meet the information needs of the organization and its information clientele.
• Perform searches of a wide variety of bibliographic and full-text databases to locate specific items requested.
• Initiate claims and obtains updated materials, in connection with research requests by library patrons.
• Provide document delivery services from sources of information not found in the library’s collections, selecting appropriate sources from library networks, online databases, or the Internet.
• Respond both orally and in writing to library users on the outcome of their requests.
• Manage databases and ensure their integrity:
• Assist in development and maintenance of relevant databases, keeping data accurate and current, and preparing new material as needed.
• Assist in the provision of complete bibliographic descriptions of items to be added to the collection by identifying bibliographic elements.
• Perform collection maintenance using knowledge of various classification systems and libraries’ specialized collection arrangements.
• Ensure that library materials are properly shelved at all times and coordinate re-shelving projects on a regular basis.
• Create and manage user accounts with specific access rights.
• Provide technical support for library digitization operations.
• Participate in the creation of electronic and other reference tools, and the compilation of bibliographies.

Outreach:

• Ensure that information queries received through the "UNEP info" and the "UN Library" email accounts on the organization and its resources are addressed in a timely manner, either directly or by channeling the query to the appropriate staff member for response.
• Periodically review the Library website and identifies broken links for deletion.
• Prepare new material for inclusion in appropriate web pages.

Training:

• Provide technical support and instruction to library patrons on the use of the Library catalog, cyberspace computers including databases and programs thereon.
• Train designated staff members of agencies with collections in the Library in the management of their collections.
• Train new staff members and interns on reference work and the use of various databases available in the Library as well as the library management system.
• Provide administrative support and perform any other related duties as assigned:
• Assist in the preparation of terms of reference, recruitment, interview of Library consultants, interns and UNVs.
• Liaise with appropriate offices for the Library equipment, furniture and office supplies.
• Draft routine correspondence.
• Respond both orally and in writing to a broad range of queries and information requests on library services.
• Maintain statistics on service and workload measures.
• Act as leave and attendance monitor for the library.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.

Responsibilities

Provide reference services to UN staff and the public, assist in the management of the library system and databases; train library users and staff on the use of various reference tools, provide library outreach services and provide administrative support to the library.

Provide reference services:

• Review a variety of sources to identify appropriate materials that meet the information needs of the organization and its information clientele.
• Perform searches of a wide variety of bibliographic and full-text databases to locate specific items requested.
• Initiate claims and obtains updated materials, in connection with research requests by library patrons.
• Provide document delivery services from sources of information not found in the library’s collections, selecting appropriate sources from library networks, online databases, or the Internet.
• Respond both orally and in writing to library users on the outcome of their requests.

Manage databases and ensure their integrity:

• Assist in development and maintenance of relevant databases, keeping data accurate and current, and preparing new material as needed.
• Assist in the provision of complete bibliographic descriptions of items to be added to the collection by identifying bibliographic elements.
• Perform collection maintenance using knowledge of various classification systems and libraries’ specialized collection arrangements.
• Ensure that library materials are properly shelved at all times and coordinate re-shelving projects on a regular basis.
• Create and manage user accounts with specific access rights.
• Provide technical support for library digitization operations.
• Participate in the creation of electronic and other reference tools, and the compilation of bibliographies.

Outreach:

• Ensure that information queries received through the "UNEP info" and the "UN Library" email accounts on the organization and its resources are addressed in a timely manner, either directly or by channeling the query to the appropriate staff member for response.
• Periodically review the Library website and identifies broken links for deletion.
• Prepare new material for inclusion in appropriate web pages.

Training:

• Provide technical support and instruction to library patrons on the use of the Library catalog, cyberspace computers including databases and programs thereon.
• Train designated staff members of agencies with collections in the Library in the management of their collections.
• Train new staff members and interns on reference work and the use of various databases available in the Library as well as the library management system.

Provide administrative support and perform any other related duties as assigned:

• Assist in the preparation of terms of reference, recruitment, interview of Library consultants, interns and UNVs.
• Liaise with appropriate offices for the Library equipment, furniture and office supplies.
• Draft routine correspondence.
• Respond both orally and in writing to a broad range of queries and information requests on library services.
• Maintain statistics on service and workload measures.
• Act as leave and attendance monitor for the library.
• Assists with the collection and analysis of data as well as preparation of data presentations and reports for information sharing, responding to queries, knowledge management, planning and decision making.
• Assists with visualizations and updating information material such as web pages or brochures.

Competencies

• PROFESSIONALISM: Knowledge of organizational information infrastructure, including hardware, software and application systems. Knowledge of relevant programming language(s) and ability to use programming skills to develop information systems. Knowledge of system development workflow and document flow processes, ability to conduct research and gather information from a wide variety of standard and non-standard sources. Ability to respond to changing requirements and assignments, ability to apply good judgment in the context of assignments given. Ability to perform a wide range of application software development and maintenance tasks under minimum supervision. Ability to perform analysis, modeling and interpretation of data in support of decision-making. 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.
• 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 audience; demonstrates openness in sharing information and keeping people informed.
• 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.

Education

• Completion of High school diploma or equivalent is required. Supplementary training in Computer Science and/or Information Technology is desirable.

Work Experience

• A minimum of seven (7) years of experience in library work, archives, information network administration or related field is required.
• Experience in project management is desirable.
• Experience in advanced online delivery of knowledge and library services is desirable.
• Practical experience in the development of institutional repositories, and/ or digital and virtual knowledge/ information services, including web services, is desirable.
• One (1) year or more of experience in data analytics or related area is desirable.