|Posting Title:||ARCHIVES ASSISTANT, G6|
|Job Code Title:||ARCHIVES ASSISTANT|
|Department/Office:||United Nations Office at Geneva|
|Posting Period:||02 October 2018 - 31 October 2018|
|Job Opening Number:||18-Documentation and Information -UNOG-103751-R-Geneva (R)|
|Staffing Exercise||N/A |
1. Oversees records centre operations:
- Oversees operations of the records repositories.
- Oversees space management and space allocation.
- Responsible for processing of accessions.
- Responsible for updating of accession and space management databases.
- Responds to emergency disasters.
- Monitors environmental quality controls and coordinates the resolution of problems.
2. Oversees records transfer and accessioning operations:
- Facilitates the transfer of scheduled records to RMU.
- Ensures accuracy of transfer documentation and accuracy of records to be transferred.
- Provides advice and assistance to transferring offices throughout the transfer process.
3. Performs reference operations and acts as focal point for requests for access to records:
- Acts as RMU focal point for requests for access to transferred records.
- Facilitates physical access, according to approved mechanisms, to transferred records.
4. Oversees records disposals that have met their retention:
- Liaises with relevant Secretariat staff and paper recycling companies to facilitate disposal for physical records.
- Prepares records for physical destruction.
- Oversees the physical destruction of records that have met their retention.
- Updates the RMU accession database.
5. Oversees the acquisition and management of archival boxes:
- Responsible for the acquisition of archival boxes due to the decentralization of procurement at UNOG.
- Responsible for the dissemination and stock management of archival boxes.
- Guides and supervises more junior General Services staff.
- Oversees and undertakes tasks related to print, bookbindery and production of print communications materials for the Library, Archives and substantive departments of the Secretariat, including the preparation of gifts for VIP visitors to UNOG.
- Provides administrative support for section and unit chiefs and undertakes other duties as assigned.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
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 & 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.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
Having passed the Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.