Associate Archivist (Records Management), P-2. UNHCR, Geneva. Open until 23 November 2015

TERMS OF REFERENCE

Associate Archivist (Records Management)

Position Title: Associate Archivist (Records Management)

Organisation: UNHCR (administered by UNOPS)

Contract Type/Level: UNOPS International – Equivalent of P2 Level

Section/Unit: Records and Archives Section (Records Management)

Duty Station: Geneva, Switzerland

Duration: 01/01/2016- 31/12/2016

Closing Date: 23/11/2015

Background Information:

In order to address the risks related to unmanaged digital records and to be prepared to address the question of

medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leads

the implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR

document and electronic records management system.

The incumbent is managing the follow-up and maintenance of e-SAFE in HQ, which is 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. The incumbent is also

participating in the management of e-SAFE related projects.

Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent

works in close coordination with the Associate Archivist Field in Copenhagen, and DIST.

Organizational context:

Records and Archives Section sits within the Division of External Relations (DER).

Duties and Responsibilities:

Under the supervision of the Senior Archivist, the incumbent should ensure that UNHCR has a records

management program for HQ 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 HQ task force will have access

to all relevant institutional memory.

The contractor responsabilitiy includes:

 Develop and update records and archives management guidance material such as guidelines,

instructions and procedures;

 Implementation of records and archives management guidance material;

 Conduct classroom training;

 Assist units and offices to organize, manage and share information and coordinate HQ requirements for

compliance in the Field;

 Analyze business needs, provide advice, define, implement and update file plans and unit profiles

including retention for the offices;

 Implement and sustain e-SAFE;

 Ensure correct access/permissions and governance;

 Supervise the maintenance of workspaces and access groups;

 Coordinate network of Focal Points in HQ and facilitate workshops;

 Participate in Field missions;

 Participate in the management of e-SAFE related projects with DIST and external parties.

Essential Minimum Qualifications and Professional Experience Required:

Education

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

Work Experience

At least 4 years of experience in progressively responsible functions in relation to records management in a

large organisation that deals with both sensitive and non sensitive materials. Of the 4 years, minimum 2 years of

experience should be in an international environment in the same functional area directly relevant to the current

position.

Experience with Enterprise Content Management systems with Records Management capacity

Language

 Fluency in English (required).

 Fluency in French or another UN language (desirable).

Required Competencies:

 Judgement and Decision Making

 Analytical Thinking

 Technological Awareness

 Planning and Organizing

 Change Capability and Adaptability

 Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the

persons of concern to UNHCR (desirable).

Location:

The selected candidate will report to the Senior Archivist (Records Management).

Applications:

Interested applicants should submit their letter of motivation and Personal History Form (P11), including

testimonials/degrees/certificates to MANOUKIA@unhcr.org indicating “Associate Archivist (UNOPS)” in the

subject of the email.

P11 forms are available on www.unhcr.org/recruit/p11new.doc

Closing date for receipt of applications: Tuesday, 23 November 2015