Sunday, September 23, 2012
Archivist (Electronic Records), P-3. UNHCR, Geneva. Open until 15 October 2012
Job Title: Archivist (Electronic Records) Job ID: 7674 Location: Geneva, Switzerland Department: DER RECORDS ARCHIVES SECTION APA Location: Geneva, Switzerland Salary Grade: Hardship Level: H P3 Family Type Location: Family -------------------------------------------------------------------------------- Return to Previous Page -------------------------------------------------------------------------------- Duties and Qualifications Archivist (Electronic Records) ORGANIZATIONAL CONTEXT Records are kept to facilitate the on-going 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 and Records Management System (EDRMS) is the electronic recordkeeping system for all types of electronic records. This system 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 through 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 other teams in the Archives and with the Information Technology colleagues. The incumbent supervises the Reproduction Unit. The incumbent participates in the deployment of EDRMS at HQ and the Field and covers the work of the other professional archivist when needed. FUNCTIONAL STATEMENT Accountability - UNHCR electronic records are preserved, protected, and made available in the appropriate format and systems to ensure their authenticity and reliability, integrity and availability during their complete life cycle. Responsibility - Develop and implement a strategy for appraisal and long-term preservation of electronic records and archives. - Develop and implement a strategy for digitalization of physical records with long term value. - Supervise the Reproduction Unit (mass reproduction and digitalization). - Prepare and implement specifications for the maintenance and development and of the EDMS, ERM and Electronic Archives systems. - Prepare and implement specifications for the integration of the EDMS system with other UNHCR applications. - Participate in the elaboration of UNHCR Records Schedules. - Apply retention schedules to UNHCR electronic records. - Participate in the deployment of the EDRMS system. - Cover the work of the Archivists and Senior Archivist when necessary. - Perform other duties as required. Authority - Select long term preservation formats for all type of electronic records. - Select metadata schemas applicable to electronic records. - Define requirements for electronic records management and archival systems. - Implement and approve disposition of records. ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED - University degree in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations. - At least 8 years (6 years with Advanced University degree) of experience in progressively responsible functions in relation to Archives or record management. Of the 6 years, minimum of 3 years of experience should be in an international environment in the same functional area directly relevant to the current position. - A comprehensive knowledge of archival principles, functions, techniques, methods, and international standards, and of their application to electronic records and archives. - A detailed knowledge of and experience with electronic records. - A sound 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. - Excellent knowledge of English (written/oral/comprehension). DESIRABLE QUALIFICATIONS & COMPETENCIES - Working knowledge of French is highly desirable; knowledge of other UN languages is an asset. Closing Date Please note that the closing date for positions advertised internally in Part II of the September 2012 Compendium is Monday 8 October 2012 and for job openings advertised externally Monday 15 October 2012 (midnight Geneva time).