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Wednesday, April 14, 2010

UNHCR. Archivist (Electronic Records) P3. Open until the 7th May 2010

Position No: 10001433
Position Title: Archivist (Electronic Records)
Position Grade: P3
Position Location : Geneva
Records and Archives Section
Supervisor Position No., Title & Grade: 10002129, Senior Archivist, P4
CCOG Code (1) : 1.C.01
Job Code (1) : 001436
Job Profile (1) : 00001436
Job Function (1) :

2.1 ORGANIZATIONAL CONTEXT. Define the role of the position within the team, describing its leadership role, if any, it’s external/internal work relationships or contacts, the contextual environment in which it operates and the scope of
supervision received, and where applicable, exercised by the incumbent.
Records are kept to facilitate the ongoing work of the UNHCR mission, to provide a highly mobile staff with access to timely information, to facilitate the organization's response to review of UNHCR policy development. UNHCR
rapidly adopted information technology and has been introducing new information systems with staggering speed.
UNHCR Electronic Document Management System (Live link) is the electronic recordkeeping system for all types of electronic records. Live link is not, however, the only electronic system that holds records: Intranet, Internet and
social media are the preferred way to disseminated information internally and externally, MSRP (supply resources and resource management system), Focus (planning and reporting system), and Progress (Refugee registration system) are UNHCR core systems, while a myriad of other information systems are used across the organization to assist for specific activities. To manage all UNHCR electronic records through their life cycle represents a significant challenge to the Records and Archives Section, but the failure to meet this challenge would result in diminished accountability and a loss of organizational memory.
Under the general direction of the Senior Archivist the incumbent is responsible for ensuring that the organization's electronic records are managed thought their life cycle in accordance with international archival standards, and for
developing and implementing a strategy for appraisal and long term preservation of electronic archives. The incumbent works in close collaboration with the Records Coordination team and with the Information Technology
The incumbent supervises the Reproduction Unit and participates in the deployment of Live link to the field and covers the work of the other professional archivist when needed.
2.2 FUNCTIONAL STATEMENT. Focusing on the deliverables and the achievements expected from the job, describe the functions to be performed by the incumbent of the position. Describe also the engagement and the degree of relationships with
clients/partners, and the impact of actions.
1. Develop and implement a strategy for appraisal and long-term preservation of electronic records and archives.
2. Develop and implement a strategy for digitalization of physical records with long term value.
3. Supervise the Reproduction Unit (mass reproduction and digitalization).
4. Prepare and implement specifications for the maintenance and development and of the Electronic Document Management System (EDMS), Electronic Records Management (ERM) and Electronic Archives systems
5. Prepare and implement specifications for the integration of the EDMS system with other UNHCR applications.
6. Participate in the elaboration of UNHCR Records Schedules.
7. Apply retention schedules to UNHCR electronic records.
8. Participate in the deployment of live link to the Field locations.
9. Cover the work of the Archivist and Senior Archivist when necessary.
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2.3 REQUIRED COMPETENCIES, which illustrate behaviours that are essential to achieving deliverables described above, and that are critical to successful performance. All jobs require the staff to abide to the Values and Core competencies of UNHCR. Where applicable, select a maximum of six Managerial and three Cross-Functional Competencies. Up to a maximum of six Functional Competencies can be selected.
Managerial Competencies
Functional Competencies
1. M001
Empowering and Building Trust
1. AD11
Interpreting and Developing Policy and Procedures
2. M002
Managing Performance
2. AD01
Liaising With Other Functions
3. M003
Judgement and Decision Making
3. SF01
Business Analysis
4. M004
Strategic Planning and Vision
4. US04
Maintaining Improving Standards
5. M005
6. M006
Managing Resources
Cross-Functional Competencies
1. X001
Analytical Thinking
2. X002
Innovation and Creativity
3. X003
Technological Awareness
4. X004
Negotiation and Conflict Resolution
5. X005
Planning and Organizing
6. X006
Policy Development and Research
7. X007
Political Awareness
8. X008
Stakeholder Management
9. X009
Change Capability and Adaptability
2.4 ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED. Define the educational background, the relevant job experience and the language(s) that are essential to perform the work of the position.
Advanced university degree in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations.
Minimum 6 years of job experience relevant to the function or in Archives or record management. Of the 6 years, minimum of 3 years of experience should be in an international capacity.
Knowledge of archival principles, functions, techniques, methods, and international standards, and of their application to electronic records and archives.
Knowledge of and experience with electronic records.
Experience in appraisal, disposition and preservation of electronic records.
Familiarity with current information management systems, knowledge of systems operations and operations of database management systems.
Ability for analytical and creative thinking for scalable, solid and pragmatic solution(s).
Ability to produce high quality out put with desirable results.
Good communicator with strong interpersonal and negotiation skills to deal with persons of various cultural and educational backgrounds.
A team player with service oriented attitudes.
Excellent knowledge of English (written/oral/comprehension).
2.5 DESIRABLE QUALIFICATIONS & COMPETENCIES. Describe any experience or knowledge that would be an asset, such as: UNHCR Learning Programmes, other training, additional languages, Field/HQs experience, etc.
Working knowledge of French is highly desirable
Knowledge of other UN language is an asset.
With the aim to achieve a gender-balanced workforce, UNHCR strongly encourages qualified women to apply.
How to Apply:
A full curriculum vitae, including nationality and references, should be sent to: UNHCR, Vacancy Management Unit (quoting ref. 10001433), case postale 2500, 1211 Geneva 2 Dépôt, Switzerland, or by fax (+41 22) 739 7322, or preferably, by e-mail:
Closing date for receipt of applications: 7 May 2010

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