Archiving Assistant. OFID, Vienna

Vacancy Number: VA506/2015
Job Title: Archiving Assistant
Department/Unit: Administration and Personnel Department

Job Scope
Under the supervision of the Director, Administration and Personnel Department, the incumbent acquires, manages and maintains documents and other materials which include: reports, project files, plans, photographs, films and computer-generated records that have historical importance for OFID.
Duties and Responsibilities

• Evaluates records / documents for preservation and retention; arranges the acquisition and retrieval of records;
• Liaises with the staff members responsible for archiving of documents from different departments/units within OFID;
• Facilitates the implementation of OFID’s Document Retention Policy, including but not limited to archival research, retention and destruction of records, maintaining catalogue collections system and management of information and records.
• Identifies ways of protecting and preserving collections, as well as ensuring that the physical archive is correctly managed;
• Makes information accessible to eligible staff members and other users, advises them on how best to access, use and interpret archives, and possibly through internal training courses;
• Manages the changeover from paper to electronic management system;
• Facilitates remote access by maintaining user-friendly, computer-aided search systems;
• Ensures that legislative and compliance requirements are fully met.

Requirements

• Bachelor’s Degree in Library Science, Archival Science or other science studies related to Records Management
• Minimum of 4 years relevant professional experience.

Skills and Competences

• Demonstrated knowledge and skills in Archiving Management, including policies and procedures for archival research, and for the retention or destruction of records, including catalogue collections system and management of information;
• Ability to ensure the use of accurate procedures and act in a consistent manner;
• Computer literacy (i.e. Microsoft Office and more specifically on Excel), knowledge of Open-Text Archiving software packages will be an added advantage;
• Good interpersonal skills and ability to work in an international multi-cultural environment.
• Very good oral and written communication skills in English and German languages.
• Knowledge of Arabic, French, or Spanish will be an advantage.
• Ability to establish and meet deadlines, work under pressure and handle multiple priority tasks.