Archives Interns. IFRC, Geneva. Open until 17 January 2016

Archives Intern (2 positions)

Date of issue:07-12-2015	Closing date (Geneva time zone):17-01-2016
Duty station:Geneva	Country:SWITZERLAND
Duty station status: N/A	Accompanied status:
Duration:3 months each position	Mission dates: 02 May, 2016 - 29 July, 2016
Category of Staff: Internship	Grade:
Vacancy No:IFRC00787

Background

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 190 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality.

Organizational Context

Archives contribute to the organization in three main ways. They foster and facilitate: 1. Organizational Memory: as evidence of past actions, the archives can help to avoid duplication of effort by acting as sources of information on key issues or problems that the Federation faces again and again. 2. Historical Research: the archives are everyday business records that have been preserved, so they can give a researcher a closer look at the way the Federation operated in the past than any other source. 3. Accountability: the archives can be checked to ensure that the activities and responsibilities that have been entrusted to the Federation have been carried out as effectively as possible.

                               

Job Purpose

The Federation is looking to hire an archival studies student for 13 weeks to work on an archival arrangement and description project. The project will be suitable for a student going into the second year of archives studies. The student must be able to read French, as some of the records are only in French. The student will have to work fairly independently, and often with limited supervision.

           

Job Duties and Responsibilities

- Appraise (in consultation with supervisor) records in storage to determine which should be transferred to the Archives. - Arrange and describe the records, and enter the descriptions into a database. - Assess the physical condition of the records and identify those requiring conservation treatment. - Re-box and re-file the records.

                                                

Education

Completion of first year of archival studies.

           

Experience

Knowledge, skills and languages

Must be able to read French. Ability to speak French is useful but is not essential.

                           

Competencies and values

Competencies: Communication; Collaboration and Teamwork; Judgement and Decision Making; Creativity and Innovation; Values: Respect for Diversity; Integrity; Professionalism; Accountability

           

Comments

Applicants may be requested to complete written exercises and/or be interviewed. The basic internship is intended for young people pursuing university level education to gain work experience in the area of their education. The basic intern must meet the following criteria: - Be currently-enrolled in a university or equivalent level, or have graduated recently (normally within 1 year from the date of hiring) in an area that is compatible with the IFRC activities. A minimum requirement is an endorsement letter attesting to the fact that the intern is currently a registered student and will continue to be enrolled for the envisaged period of the internship. Remuneration: - A daily allowance is paid to interns for each day worked at the IFRC at the end of each months (75CHF per day worked). - Costs and arrangements for travel, accommodation, visas, insurance and living expenses are the sole responsibility of interns themselves.

The Federation is an equal opportunity employer.

Archives management assistant, GS-7. African Development Bank, Abidjan. Open until 29 December 2015

Position title: Archives management assistant, CGSP.2

Grade: GS-7

Position N°: 50068816

Reference: ADB/15/177

Publication date: 09/12/2015

Closing date: 29/12/2015

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Objectives

The Corporate Procurement Division (CGSP.2) is entrusted with the strategic, operation and oversight responsibilities for the execution of corporate procurements within the Bank.  Under the auspices of the General Services and Procurement Department (CGSP), CGSP.2 is responsible for the formulation, application of the formulation, application and evaluation of procedures and practices covering purchasing and contracting for goods, works and services for the Bank’s internal operations financed under the Bank’s Administration and Capital Expenditure Budgets.
This position is to develop and maintain systems and procedures for the filing and management of files and records (both physical and electronic) generated in the Corporate Procurement Division, permit easy and timely retrieval and ensure consistency of master data.

Duties and responsibilities

Under the direct supervision of the Division Manager and the IT Procurement Systems Officer, the incumbent is expected to perform the following duties:

1. Maintain physical and electronic records of procurement activities in compliance with the policy requirement for audit trails.
2. Record and file various memos, evaluation forms and results.
3. Assist in the development and the maintenance of knowledge and record systems (e.g. DARMS, share point, etc.) and procedures for the filing and management of procurement documentation in full compliance with the Bank’s Policy on Disclosure of Information.  Ensure that the system is user-friendly and enables easy research and accessibility to documents from everywhere for smooth procurement operations.
4. Assist with timely access to comprehensive procurement records during audit queries.
5. Assist in the development and the maintenance of vendor management database.
6. Assist in the development and the maintenance of SRM e-Procurement application to facilitate ‘paperless’ procurement processes.
7. Assist with the materials data management (MDM) by providing the quality insurance control for the maintenance of the master data.
8. Perform periodic reconciliation of the data recorded in the system.
9. Creation of analytical models using applications or spreadsheets.
10. Compile and maintain statistical records to meet the reporting requirements of corporate procurement activities.
11. Participate in projects of the division related to improving the quality of data or improvement and automation of periodic reports.
12. Assist, as appropriate, to carry out various activities of client management.

Selection Criteria

Including desirable skills, knowledge and experience

1. A minimum of a Bachelor’s Degree or its equivalent in Documentation, Archiving, IT document management systems or related discipline.
2. A minimum of five (5) years of progressively relevant and practical experience with some practical knowledge of the environment in the international organizations.
3. Strong customer service and interpersonal skills, good organizational and planning skills, ability to multitask, attention to detail and ability to work with a diverse workforce.
4. Sound knowledge of archival principles, practices and ethics of archival profession.
5. Demonstrate strong technical competencies related to provision of records management programs and services (incl. capturing, organizing, describing, providing access to, storing, protecting, and disposing records) for both physical and electronic archives. 
6. Solid analytical competencies and excellent use of Bank standard software (Word, Excel, ECM DARMS, SAP).
7. Strong knowledge in data entry.
8. Excellent sense of initiative, confidentiality, enthusiasm, team spirit.
9. Excellent written and verbal communication skills in English and/or French, with a working knowledge of the other language.

NB: This Position does not attract international Terms and Conditions of Employment. (Incumbents of the Position will be considered as Local Staff and will not have International Status).