Archivist Clerk, G-4. OPCW, The Hague. Open until 16 February 2012

Archivist Clerk (GS-4)

Post Level

GS-4


Closing Date

16 February 2012



Vacancy Ref

E-PMO/AC/GS-4/F0076/07/01-12

Staff members in the General Services category are normally recruited and paid on a local basis. This appointment is for a duration of three years, with a six-month probationary period.
The Director-General retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.



Branch

Division

Secretariat for the Policy-Making Organs



Date

17 January 2012



Principal Functions

Requirements



Under the supervision of the Senior Document Assistant the incumbent performs the following duties:

1. Develops and maintains the OPCW official-series, non-confidential, document archives, which includes the following:
· Acts as custodian and archivist for all archived official-series documents and publications (hard copy) corresponding to the principal and subsidiary organs of the Organisation;
· Acts as custodian of historical documents, i.e. pre-OPCW;
· Acts as custodian and archivist of official analogue audio/visual recordings of meetings;
· Digitizes the analogue audio/visual recordings and transfers for safe retention on network;
· Archives documents within current archive system to ensure safe retention of all holdings;
· Monitors the loan and return of documents, publications and audio/visual recordings from the archive;
· Tracks stock of publications and official-series documentation;
· Executes destruction of expired non-confidential documents, as required;
· Conducts regular audits of the archives
· Defines requirements for modifications and enhancements to the PMO archive and for the related archive software.

2. Supports the regular sessions and meetings of the policy-making organs:
· Liaises with Conference Services Unit (Documentation Counter and meeting rooms) and Reprographic Operators to ensure required, and sufficient, copies of documents and publications are available for meetings of the policy-making organs;
· Acts as a contact point at OPCW Headquarters for the Documentation and Reprographic Unit during the Conference of the States Parties, with regard to the receipt, printing and distribution of documents according to given deadlines.

3. Responsible for the mailing of official-series documents to the member of the principal and subsidiary organs of the Organisation:
· Distributes documents in accordance with Rules of Procedure, deadlines and specific requirements from Substantive Officers;
· Maintains database of all addresses and language preferences for recipients of official documents;
· Maintains register of distribution and mailing dates of official documents used by Policy-Making Organs staff members for statistical and reference purposes;
· Distributes documents electronically within the Technical Secretariat;
· Generates and distributes (electronically) the Weekly List of Documents.

4. Performs other duties as required.



Knowledge and Skills

· High school diploma or equivalent diploma of secondary education;
· Ability to plan and organise; problem-solving skills;
· Ability to handle a large volume of work in an efficient and timely manner;
· Good computer skills (especially MS Office applications);
· Ability to work harmoniously in a multi-cultural environment;
· Ability to operate audio/visual recording devices for digitisation of analogue recordings;
· Some physical effort such as lifting of heavy or bulky objects (10kgs), assembling and adjusting shelves in the archive or climbing step ladder etc. is required;
· Personal qualities should include tact, accuracy, eye for detail and discretion.

Desirable:
· Additional education/training in archival or historical fields would be an asset.


Experience

Essential:
· Minimum three years of related experience in the area of archives;
· Minimum three years experience in an administrative function.

Desirable:
· Work experience in an international organisation would be an asset.


Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.


Annual Salary
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and provident fund deductions)

Net Salary

EUR 35,454



CANDIDATES ARE STRONGLY ADVISED TO USE ONLY THE ONLINE APPLICATION SYSTEM.

Interested applicants who are unable to submit an application online at www.opcw.org , due to technical problems, are requested to send an e- mail to Recruitment@opcw.org explaining the problem.
Only applications received before the closing date will be considered.
Only applicants under serious consideration for a post will be contacted.
Applications from qualified female candidates are strongly encouraged.

There are job advertisements and offers that falsely state that they are from the OPCW. Please be aware that the OPCW does not request any payments or require any financial information (bank account details, credit card numbers) from you at any stage of the application and review process. If you are contacted with these requests, please contact Recruitment@opcw.org and notify us at once.