Senior Archives Assistant, G-5. UNHCR, Geneva. Open until 1 December 2020

              

Snr Archives Assistant

23184

 

Location

Geneva, Switzerland

 

Salary Grade

G5

 

Hardship Level

H

 

Family Location Type

Family

 

Procedures and Eligibility

Interested applicants should consult the Administrative Instruction on Recruitment and Assignment of Locally Recruited Staff (RALS).

 

Duties and Qualifications

Senior Archives Assistant

 

ORGANIZATIONAL CONTEXT

Records and Archives Section (RAS) is responsible for ensuring that the Organization's records are   managed through their life cycle in accordance with international standards and UN regulations, as a foundation for the governance and accountability of the organization. RAS makes the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities. Also, RAS provides information to meet the research needs of the persons of concern to UNHCR, UNHCR Staff and stakeholder, the scholarly community, and the general public.

The Senior Archives Assistant functions under direct supervision of a professional Archivist who provides regular guidance and advice. Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, and will request and follow instructions of the supervisor for more complex issues.

 

FUNCTIONAL STATEMENT

 

Accountability

- UNHCR records are transferred to RAS, stored, organized, disposed, preserved, protected and accessed according to UNHCR Records and Archives procedures and guidelines in the established recordkeeping and archival systems and facilities.

 

Responsibility

- Proactively guide and assist units, offices and working groups to implement filing structures compliant with UNHCR standards and adapted to their needs.

- Implement UNHCR Records and Archives procedures and guidelines.

- Monitor digital and physical records centres and archival repositories.

- Maintain access and permissions of electronic filing systems.

- Support and train users.

- Arrange digital and physical spaces.

- Monitor compliance with recordkeeping procedures and guidelines and take necessary actions to correct errors.

- Produce accurate inventories of physical records transferred to Archives.

- Apply records schedules to electronic and physical records.

- Manage transfers of records from UNHCR units and offices.

- Maintain electronic and physical repositories in good order and use the space efficiently.

- Take the necessary actions to ensure the integrity and  security of files in the repositories

- Search for and provide information to users and researchers in accordance with UNHCR access policy.

- Prepare files for researchers.

- Monitor the research room.

- Digitize records and archives for preservation and dissemination when requested by the Archivist.

- Facilitate digital access to physical records in the Archives.

- Coordinate with archival and logistics service providers.

- Perform other relevant duties as required.

 

Authority

- Correct errors in recordkeeping systems.

- Search for, access and view all type of materials in the recordkeeping systems and within the Archives.

- Withdraw or redact confidential materials, under the instructions from the Archivist.

- Manage access and permissions in UNHCR recordkeeping systems.

- Prepare records for destruction.

- Access and process transfers of documents.

- Retrieve and provide files to internal researchers.

- Capture specified significant records for maintenance in recordkeeping systems and archival repositories.

 

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher

- Experience using digital recordkeeping systems.

- Fluency in English.

 

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Training in Archives and/or Records Management.

- Fluency in French.

 

Position Competencies

C001L2 - Accountability Level 2

C002L2 - Teamwork & Collaboration Level 2

C003L2 - Communication Level 2

C004L2 - Commitment to Continuous Learning Level 2

C005L2 - Client & Result Orientation Level 2

C006L2 - Organizational Awareness Level 2

X005L2 - Planning and Organizing Level 2

X008L2 - Stakeholder Management Level 2

X009L2 - Change Capability and Adaptability Level 2

 

Language Requirements

Knowledge of English is Essential, and knowledge of French is Desirable.

 

Additional  Information

Candidates will be required to sit a test for this Job Opening.

 

Closing Date

Closing date for submissions or applications is 01 December 2020.

Records Assistant (Correspondence), G-5. IAEA, Vienna. Open until 12 May 2020

Records Assistant (Correspondence)(G5) - (2020/0229 (001586))

Organization: MTGS-Records Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2020-04-14, 4:01:05 PM

Closing Date: 2020-05-12, 11:59:00 PM

 

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

  

Organizational Setting

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS). 

The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

Main Purpose

Under the supervision of the Unit Head (Records Unit), the Records Assistant (Correspondence) provides correspondence management services to Agency staff following MTGS/ARMS policies and procedures.

Functions / Key Results Expected

According to established standards and procedures:

• Manage incoming, outgoing official correspondence of the Agency by assigning security classifications and metadata, distributing incoming, outgoing official correspondence in hardcopy and digital formats; scanning documents/records , maintaining logbooks and transmittal forms for classified correspondence and documents, disposing of documents/records; advising IAEA staff on proper handling of unclassified and classified information assets.
• Monitor and update distribution lists for official correspondence in the correspondence management workflow ; create and update access groups in correspondence management systems as necessary.
• Administer the official IAEA mailbox, including monitoring the spam, manage network folders and distribute messages to the registration teams, retain messages for l reference, and provide first level support for missing communication.
• Digitise Agency official documents/records following the instructions: preparing and scanning documents and ingesting them into Agency's information systems.
• Administer the Agency's fax software including liaising with technical staff in IT and external service provider, the monitoring of incoming and outgoing fax messages, as well as ensure appropriate distribution and follow up.
• Coordinating the maintenance of correspondence management systems with the IT teams to ensure that issues affecting performance, business continuity are addressed in a timely manner;
• Perform systematic quality control on data entry in correspondence management systems, report problems to Unit Head;
• Contribute to preparing guidelines, procedures, SOPs, user manual about the correspondence management, respond to inquiries and ensure sustained high-quality customer service.
• Perform records management operations as necessary, may need to lift boxes weighing up to 15KG and work in dusty environment.

Competencies and Expertise

Core Competencies

Name	Definition
Planning and Organizing	Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
Communication	Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
Achieving Results	Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
Teamwork	Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name	Definition
Analytical thinking	Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Client orientation	Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Resilience	Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required Expertise

Function	Name	Expertise Description
Administrative Support	Data Management	Advanced knowledge of MS Excel, Open Refine and MS Power BI.
General Services	Data and Information Analysis and Reporting	Knowledge of applying Information Security standards and document security classifications.
Administrative Support	MS Office (Word, Excel, Outlook, PowerPoint)	Working knowledge of Microsoft Office 365, Open Text Suite or other document management applications.
Administrative Support	Records and Documents Administration	Knowledge of Record and Information Management standards and best practices.

Asset Expertise

Function	Name	Expertise Description
Administrative Support	Discretion and Respect for Confidentiality	Ability to deal with high sense of confidentiality with records and documents and to apply information security control measures.

Qualifications, Experience and Language skills

• Completed secondary education.
• A minimum of five years of work experience, two years in records management.
• Experience with data curation and Electronic Document and Records Management software.
• Work experience in an international environment is an asset.
• Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• English language test (Level 2) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 46536 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
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Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Digital Archivist Assistant, G-5. UNESCO, Paris. Open until 15 September 2019

Vacancy notice 

Title: DIGITAL ARCHIVIST ASSISTANT  Only candidates who are entitled to work in France may apply for this position. Domain : Documentation and Library - Records Management Post Number : KMI-122 Grade : G-5 Organizational Unit: DIV. OF KNOWLEDGE MGMT & INFORM SYSTEMS Primary Location: FR-Paris Recruitment open to : Internal and external candidates Type of contract : Fixed Term Salary : 39 507 Euros (Annual Salary)   Deadline (Midnight Paris Time) : 15 September 2019 OVERVIEW OF THE FUNCTIONS OF THE POST Under the overall authority of the Chief Information Officer and the direct supervision of the Chief of Archives, Library and Records Management Unit (Chief Archivist, KMI/ALR), the incumbent provides key support for electronic records and archives management within the Secretariat, both at Headquarters and in the Field Offices, Institutes and Centres. He/she implements policies, procedures, guidelines and practices with regard to the life-cycle of records including creation, appraisal, organization, preservation or disposal and access to all current active and inactive records and archives regardless of format - electronic or paper. The incumbent will support the development of a sustainable infrastructure for collecting, processing and preserving digital materials across the Organization and making digital materials accessible to staff and researchers; deploying that infrastructure to bring historically important digital institutional records into the E-safe Institutional Archive; and preserving, processing, and making accessible other digital materials currently being digitized. The incumbent will, in particular: Support the implementation and the monitoring UNESCO electronic records and archives management systems and procedures for effectively capturing all Secretariat records, including both paper-based and electronic, such as e-mail, electronic documents, web content and check-out validation procedure; support development of such systems and procedures.  Support the training of existing staff on the born-digital procedures and assist in the implementation of the new procedures. Contribute to the promotion of digital preservation within UNESCO. Provide records management guidance and training to staff in all units of the Secretariat, both at HQ and in the Field, focusing on electronic record keeping procedures and practices. Survey the current digital landscape in the Secretariat, including digitized collections, born-digital files on current and legacy media and other born-digital materials. Contribute to the development and documentation of workflows and procedures for accessioning, processing, describing, preserving and providing access to digital records and digital assets in archives collections. Maintain a bilingual intranet portal and e-learning tools for E-records and Archives management purposes. Provide support for records management and archive-related activities, including financial management and contacts to external partners and vendors as well as assisting the Chief Archivist in organizing UNESCO history-related activities, such as communication, international conferences, meetings and publications. Apply said workflows and procedures to born-digital material acquired from the Organization’s internal records, legacy media in existing hybrid collections and contribute to planning and developing a digital preservation strategy. Contribute to the development of guidelines for integrating born-digital material into finding aids and catalog records.   COMPETENCIES REQUIRED QUALIFICATIONS EDUCATION   Completed secondary, technical and/or vocational education or an equivalent experience of at least three years in a library or an archives or records management service.   WORK EXPERIENCE Minimum 5 years of relevant work experience in information management SKILLS/COMPETENCIES Excellent interpersonal and communication skills. Ability to set priorities and to organize work independently based on established guidelines and general direction from the supervisor. Ability to work under pressure, to deal with complex situations and flexibility to adjust work schedules and priorities. Good time management skills. Discretion and capacity to deal efficiently and tactfully with people of different cultural backgrounds. Excellent IT skills (Word, Excel, Outlook, PowerPoint, etc.). Commitment and reliability Team-spirit Attention to detail / meticulousness Organization/classification of information/documentation Facility for searching documentary databases Languages English and French are the working languages of the UNESCO Secretariat. For this post, excellent knowledge of either French or English and good knowledge of the other official language are required.  DESIRABLE QUALIFICATIONS   Education Diploma recognized by the international professional community in archival, records management or library sciences. Work Experience Experience in organizing and structuring information in the field of archives, records management and/or library management Experience in the United Nations system or similar international organization. Skills/Competencies Open personality and capability of creating good inter-personal relations. Knowledge of specific IT-tools in the fields of archives, records management and libraries. Languages   Knowledge of another official language of UNESCO (Arabic, Chinese, Russian or Spanish). BENEFITS AND ENTITLEMENTS

Archives Assistant, G-5. IAEA, Vienna. Open until 11 September 2019

Job Description - Archives Assistant(G5) (2019/0435 (001669)) Job Description  Archives Assistant (G5) - (2019/0435 (001669)) Organization : MTGS-Archives Unit Primary Location : Austria-Vienna-Vienna-IAEA Headquarters Job Posting : 2019-08-13, 5:16:03 PM Closing Date : 2019-09-11, 11:59:00 PM Duration in Months: 36 Contract Type: Fixed Term - Regular Probation Period: 1 Year    Organizational Setting The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS). The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit. Main Purpose Under the supervision of the Archives Unit Head, the Archives Assistant supports the operation of the records centre and the preservation of historical records in the custody of the IAEA Archives by carrying out activities that include disposition and appraisal, arrangement and description, reference support, retrieval, and long-term preservation of historical records in all media. Functions / Key Results Expected Perform Archives business processes including records transfers, storage and location management, arrangement and archival description, appraisal, information retrieval, physical and digital preservation, as assigned in the work plan. Provide reference and research services to Agency staff and external researchers, monitoring access control rules and regulations, including screening historical records for security-classified materials. Contribute with input to ARMS projects and other programmatic activities, such as the development or revision of procedures and guidelines, and participate in cross-Sectional and cross-Divisional working groups. Deliver training and participate in promotional activities organized by ARMS. Perform file retrievals and file moves, as required. This may include lifting boxes of records weighing up to 15 kg. Competencies and Expertise Core Competencies Name Definition Planning and Organizing Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans. Communication Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions. Achieving Results Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned. Teamwork Actively contributes to achieving team results. Supports team decisions. Functional Competencies Name Definition Analytical thinking Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. Resilience Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks. Required Expertise Function Name Expertise Description General Services Archives Management Good knowledge of archives management business functions and relevant international standards. General Services Data Management High level of accuracy in data entry and ability to extract key elements from written information. Administrative Support Discretion and Respect for Confidentiality Ability to act with diplomacy and discretion with regard to information security and protection of confidential information. Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office 2010, practical experience in working with databases and the Agency’s archives management software applications (Livelink). Qualifications, Experience and Language skills Completed Secondary Education. At least five years of clerical experience, minimum two years of which are related to archives and records management operations. Thorough knowledge of Agency organizational structure, programmes and activities is desirable. Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset. English Language Test (Level 2) to IAEA standard. Remuneration The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 46536 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. ------------------------------------------------------------------------------------------------------------------------------------------------------------- Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Information Management Assistant, G-5. UNIFIL, Naqoura. Open until 26 December 2018

Posting Title:	INFORMATION MANAGEMENT ASSISTANT, G5
Job Code Title:	INFORMATION MANAGEMENT ASSISTANT
Department/Office:	United Nations Interim Force in Lebanon
Duty Station:	NAQOURA
Posting Period:	12 December 2018 - 26 December 2018
Job Opening Number:	18-Information Management Systems-UNIFIL-108463-R-Naqoura (M)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                    

Org. Setting and Reporting

This position is located in the Information Management and Archives Unit, Office of the Senior Administrative Officer, United Nations Interim Force in Lebanon (UNIFIL), Naqoura. The incumbent will report to the Senior Administrative Officer or his/her designate.

               

Responsibilities

               

Archives and Records Management:
-Assist in oversight of contractually stored records by facilitating the establishment of contracts and monitoring compliance; prepare and arrange records for transfer to commercial storage; apply retention schedules and initiate reappraisals and disposals in consultation with archivists, register actions in the unit database; and provide reference service;
-Assist in the oversight of archival arrangement and description operations by identifying, planning and overseeing projects in consultation with Unit archivists and in liaison with contractual archivists;
-Undertake archival arrangement and description projects by researching administrative histories and providing records and content analysis for purposes of series description preparation and appraisal determinations; arrange records and prepare series descriptions according to archival standards and an database protocols;
-Participate in reference and research operation by servicing on-site and remote researchers, including the supervision of junior reference staff in records identification, retrieval and reproduction services;

Documents:
-Carry out research and document delivery services using a range of specialized commercial databases in addition to standard sources and databases;
-Order and ensure shipment of documents, reference materials, stationary and necessary equipment to various sites;
-Liaise with document processing services with respect to preparation, reproduction and distribution of documents and publications;
-Follow-up on shipment of documents, reference materials, stationary and other necessary equipment to various sites;
-Prepare Scope of Work/ Statement of Requirements for Provision of International Courier Services and diplomatic pouch;
-Prepare UNIFIL Mail and Pouch and Reproduction Unit budget;
-Confirm receipt of invoices for postal and courier services;
-Prepare financial reports/accounts for postal sales;
-Provide document delivery services as required.

General:
-Provide supervision for Mail and Pouch and Reproduction activities;
-Order postal requirements from postal administrative officer UNHQ;
-Guide and supervise junior staff;
-Provide administrative support to unit chiefs and undertake other duties as assigned.

               

Competencies

Professionalism
-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.

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.

Accountability
-Takes ownership for all responsibilities and honors commitments.
-Delivers outputs for which one has responsibility within prescribed time, cost and quality standards.
-Operates in compliance with organizational regulations and rules.
-Supports subordinates, provides oversight and takes responsibility for delegated assignments.
-Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

               

Education

High School Diploma or equivalent is required.

               

Work Experience

A minimum of five years of progressively responsible experience in archives, electronic record management or related area is required. Experience in Mail, Pouch and Reproduction area is desirable.

               

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English (both oral and written) is required. Knowledge of another UN official language is desirable.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise, which may be followed by competency-based interview.

               

Special Notice

Recruitment against this position is on a local basis; applicants in the General Service category shall meet the relevant employment requirements of the host country (Lebanon), including fulfilling visa or work permit stipulations. If you fulfill the visa and work permit stipulations for Lebanon, please specify in your cover letter and attach a copy of your visa and work permit under 'attachments" of your application in Inspira.

               

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

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.

               

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Archives Assistant, G-5. UNOG, Geneva. Open until 11 April 2018

Posting Title:	Archives Assistant, G5
Job Code Title:	ARCHIVES ASSISTANT
Department/Office:	United Nations Office at Geneva
Duty Station:	GENEVA
Posting Period:	13 March 2018 - 11 April 2018
Job Opening Number:	18-Documentation and Information -UNOG-93573-R-Geneva (R)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

                                    

Org. Setting and Reporting

This position is located in the Library of the United Nations Office at Geneva. The Information Management Assistant reports to a Senior Officer or to a Unit Chief.

               

Responsibilities

Within delegated authority, the Information Management Assistant will be responsible for the following duties:

Archives and Records Management:
- Provides advisory services on record-keeping practices, including needs and business process analysis, assistance in the implementation of “paper smart” projects, and assistance in the implementation of the electronic document and electronic records management system at UNOG.
- Conducts end-user training relating to the electronic document and records management system at UNOG.
- Registers Section’s incoming and outgoing records in electronic record keeping system.
- Maintains Section’s paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
- Participates in records management projects in UNOG offices, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to non-current storage.
- Assists in accessioning, disposition, description, and database updating activities as they relate to Section records-related projects.
- Satisfies requirements for the procurement, payment and inspection of goods and services using IMIS applications.
- Performs clearinghouse functions concerning maintenance of accession, disposal and location elements of the Section database.
- Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyzes retention schedules and precedents in support of disposition decisions.
- Creates and maintains manual accession records and provides information to other Section staff in support of reference and archival arrangement and description activities.
- Oversees internal records retrieval, loan, reproduction and staff clearance operations.
- Supports external reference services by drafting routine responses to enquiries, including records reproduction transmittals, for approval of Unit Chief.
- Participates in maintaining the Section’s reference database.

Documents:
- Orders and follows-up on shipment of documents, reference materials, stationery and necessary equipment to various sites.
- Provides document delivery services as required.

General:
- Conducts research as requested by more senior staff.
- Provides relevant technical support to users of information services.
- Provides administrative support for the Unit and Section Chiefs and undertakes other duties as assigned.

               

Competencies

               

PROFESSIONALISM:
Knowledge of electronic record-keeping and relevant information systems. Sound knowledge of information management archives management, record-keeping and record disposition. Knowledge of records and archives physical preservation standards. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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.

ACCOUNTABILITY:
Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

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.

                

Education

High school diploma or equivalent. Training in archives and/or records management is desirable.

Work Experience

At least five (5) years of experience in archives, records management, electronic record management or related area.

               

Languages

English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of French is desirable. Knowledge of another official United Nations language is an advantage.

               

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.

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.

               

No Fee

THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, TRAINING OR ANY OTHER FEES). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON BANK ACCOUNTS.