Reference Archivist. UNHCR, Geneva. Open until 15 September 2014

UNHCR is seeking to appoint a Reference Archivist on a temporary basis (4-5 months), starting from November 2014. Suitably qualified candidates are invited to express their interest by submitting their CV to archives@unhcr.org with the subject line: ‘Temporary Reference Archivist Vacancy’ no later than 15 September 2014. Remuneration is expected to be at the P2 level. Job Description Part 1: External Reference - Answer email enquiries from external researchers looking for information in UNHCR’s archives collections - Advise on procedures and policies for consulting UNHCR’s historical archives - Offer guidance on finding material in catalogues and finding aids - Manage research calendar and bookings - Oversee retrieval of records from repository for external researchers - Review material for declassification, identifying material restricted under the access policy for redaction or withdrawal - Manage oversight of reading room Part 2: Internal Reference - Answer enquiries from internal researchers looking for information in UNHCR’s archive collections - Conduct research on behalf of colleagues in HQ and remote locations, where necessary - Identify relevant research material for colleagues wishing to undertake independent research using Adlib (archives database), eSAFE (electronic document management and semi-current records system) and other finding aids - Oversee retrieval of records from repository for internal researchers - Manage retrieval and digitization of individual case files in the archives custody for secure transmission to colleagues in the field Part 3: Repository Management - Manage the numerous finding aids for locating material within UNHCR’s on and off-site repositories (eSAFE, multiple excel lists, Adlib) - Oversee logistical arrangements for incoming transfers from the field and installation in off-site storage - Oversee the allocation of locations for new transfers from HQ and field offices - Ensure that records are retrieved and re-filed in a timely manner for researchers, and that records ‘in transit’ are well identified and organized - Make recommendations for risk mitigation, keep track of identified risks Part 4: Collections Management - Create and maintain accurate finding aids for UNHCR’s archival records - Create hierarchical ISAD(G) descriptions of Fonds, sub-fonds and series containing contextual information about collections, alongside file level finding aids - Undertake archival arrangement tasks, using original or functional order, as appropriate - Manage content appearing on UNHCR’s archives web browser, uploading new content as it is processed and declassified - Liaise with IT colleagues and Adlib helpdesk regarding any technical issues affecting the UNHCR archives web browser - Advise on the creation of adequate inventories for incoming transfers from field offices - Appraise records offered to the UNHCR archives from internal and external sources for historical and operational value; make decisions regarding acceptance of new materials - Monitor preservation condition of archival collections, making recommendations for conservation treatment where necessary. Skills, Experience and Qualifications - University level qualification in Archives and Records Management, or equivalent - A minimum of 2 years of professional archives experience - Experience in undertaking archival description projects - Knowledge regarding the administration and use of archival description databases - Experience in managing a busy reference service Fluency in English and a working knowledge of French is required for this role.