Thursday, April 5, 2012

Archivist, P-3. UNHCR, Geneva. Open until 26 April 2012

Job Title:

Job ID:
Geneva, Switzerland
APA Location:
Geneva, Switzerland

Salary Grade: Hardship Level: H
Family Type Location: Family

Duties and Qualifications



The Archives of the United Nations High Commissioner for Refugees exists to make 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, and to provide information to meet the research needs of the persons of interest to UNHCR, of the scholarly community, and of the general public.

The incumbent is in charge of the implementation of a global records management system, and is responsible for ensuring that the organization's records are managed through their life cycle in accordance with international standards and regulations as a foundation for the governance and accountability of the organization.

Duties are conducted within the general direction of the Senior Archivist. The incumbent is resposible for professional archival management of the user support team. The incumbnet works in close coordination with the Electronic Records Archivist and the Reference Archivist.


Accountability (key results that will be achieved)

- UNHCR has a global records management system in place that captures, protects and provides access to authorised staff and stakeholders to authentic records, and ensures that in the future UNHCR and its global task force will have access to all relevant institutional memory.

Responsibility (process and functions undertaken to achieve results)

- Develop, update and implement records management strategies, policies, procedures and guidelines.
- Ensure proper records disposition and retention of UNHCR records.
- Determine, update and raise awareness on UNHCR¿s standards for recordkeeping.
- Ensure UNHCR staff members are aware and have the training necessary to comply with their recordkeeping obligations.
- Manage the User Support team.

Authority (decisions made in executing responsibilities and to achieve results)

- Design, implement and manage a global records management system for UNHCR that includes electronic and paper recording systems.
- Establish recordkeeping systems for headquarters and offices on the Field.
- Establish coordination mechanisms for a global documents and records management operation.
- Decide content and methodology of learning programmes related to records management.
- Be the functional administrator of UNHCR Enterprise Document and Records Management System.
- Update the UNHCR master file plan and link it to retention and disposition rules.
- Apply disposition and destruction schedules to UNHCR records.


- Advanced university degree in records and archival management; or in history or related discipline with concentration in records and archival management; or in information management, history or related disciplines with additional training as provided by universities and/or professional archival associations.
- At least 6 years of experience in progressively responsible functions in relation to archives and records management in a large organisation that deals with both sensitive and non sensitive materials. Of the 6 years, minimum 3 years of experience should be in an international environment in the same functional area directly relevant to the current position.
- In depth knowledge of current trends in modern archives and records management, as well as a thorough knowledge of archives and records management methodologies.
- The position requires a sound operational knowledge of office automation and electronic records management.
- Familiarity with current trends in archival research.
- Training and experience in records management.
- Good communicator with strong interpersonal and negotiation skills to deal with persons of various cultural and educational backgrounds.
- Excellent computer skills.
- Excellent knowledge of English (written/oral/comprehension) and working knowledge in another UN language, preferably French.


- Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the persons of concern to UNHCR.
- Proficiency in other UN language(s).
Operational Context
Training and experience in Records Management and Archives: the incumbent is expected to have experience in records management projects, and it is highly recommended that she/he has experience implementing enterprise document and records management suits. Although he/she is not expected to be a specialist in Archival reference, the incumbent would need to have a good understanding of Archives procedures, specially reference, arrangement and description and preservation. The incumbent should be familiar with the functional administration functions, such as user creation, permissions management or table maintenance.

Leadership: The incumbent will manage a team of six general service staff.

Multi-task and capacity to organize and prioritize work: the post requires a person with a capacity to prioritize and multi-task, and should be able to find the right balance between the different activities to be performed: team coordination, analysis of needs, design of records management solutions for units, presentation and training, monitoring compliance, help desk and covering the work of the other Archivists.

Support function: The incumbent will manage a help desk and coordinate a group of staff that provides support to units and field offices. The incumbent will have to provide support to users and offices in the Field, remotely and personally going on mission.

Training and Communication Skills: The incumbent is expected to present projects, train staff members and trainers, and promote records management best practices in formal and informal ways. The incumbent will train colleagues, professionals and support staff.

Team work: the incumbent will be part of a team of four archivists, each one with its own specific area of expertise but at the same time very closely interlinked. The incumbent is expected to be ready to share, discuss, train and learn with the colleagues in the search for solutions adapted to UNHCR needs.

Closing Date
Please note that the closing date for the March 2012 Compendium is Thursday 12 April 2012 for internal vacancies and Thursday 26 April 2012 for external vacancies (closing date Geneva midnight).

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