Job Opening
| Posting Title: | ARCHIVES ASSISTANT, G6 |
| Job Code Title: | ARCHIVES ASSISTANT |
| Department/Office: | United Nations Office at Geneva |
| Duty Station: | GENEVA |
| Posting Period: | 02 October 2018 - 31 October 2018 |
| Job Opening Number: | 18-Documentation and Information -UNOG-103751-R-Geneva (R) |
| Staffing Exercise | N/A |
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
Org. Setting and Reporting
This position is located in the Institutional Memory Section, Records Management Unit, Library, UNOG, Geneva.
Responsibilities
Under the supervision of the Chief, Records Management Unit (RMU) and within delegated authority, the Archives Assistant will be responsible for the following duties:
1. Oversees records centre operations:
- Oversees operations of the records repositories.
- Oversees space management and space allocation.
- Responsible for processing of accessions.
- Responsible for updating of accession and space management databases.
- Responds to emergency disasters.
- Monitors environmental quality controls and coordinates the resolution of problems.
2. Oversees records transfer and accessioning operations:
- Facilitates the transfer of scheduled records to RMU.
- Ensures accuracy of transfer documentation and accuracy of records to be transferred.
- Provides advice and assistance to transferring offices throughout the transfer process.
3. Performs reference operations and acts as focal point for requests for access to records:
- Acts as RMU focal point for requests for access to transferred records.
- Facilitates physical access, according to approved mechanisms, to transferred records.
4. Oversees records disposals that have met their retention:
- Liaises with relevant Secretariat staff and paper recycling companies to facilitate disposal for physical records.
- Prepares records for physical destruction.
- Oversees the physical destruction of records that have met their retention.
- Updates the RMU accession database.
5. Oversees the acquisition and management of archival boxes:
- Responsible for the acquisition of archival boxes due to the decentralization of procurement at UNOG.
- Responsible for the dissemination and stock management of archival boxes.
6. General:
- Guides and supervises more junior General Services staff.
- Oversees and undertakes tasks related to print, bookbindery and production of print communications materials for the Library, Archives and substantive departments of the Secretariat, including the preparation of gifts for VIP visitors to UNOG.
- Provides administrative support for section and unit chiefs and undertakes other duties as assigned.
1. Oversees records centre operations:
- Oversees operations of the records repositories.
- Oversees space management and space allocation.
- Responsible for processing of accessions.
- Responsible for updating of accession and space management databases.
- Responds to emergency disasters.
- Monitors environmental quality controls and coordinates the resolution of problems.
2. Oversees records transfer and accessioning operations:
- Facilitates the transfer of scheduled records to RMU.
- Ensures accuracy of transfer documentation and accuracy of records to be transferred.
- Provides advice and assistance to transferring offices throughout the transfer process.
3. Performs reference operations and acts as focal point for requests for access to records:
- Acts as RMU focal point for requests for access to transferred records.
- Facilitates physical access, according to approved mechanisms, to transferred records.
4. Oversees records disposals that have met their retention:
- Liaises with relevant Secretariat staff and paper recycling companies to facilitate disposal for physical records.
- Prepares records for physical destruction.
- Oversees the physical destruction of records that have met their retention.
- Updates the RMU accession database.
5. Oversees the acquisition and management of archival boxes:
- Responsible for the acquisition of archival boxes due to the decentralization of procurement at UNOG.
- Responsible for the dissemination and stock management of archival boxes.
6. General:
- Guides and supervises more junior General Services staff.
- Oversees and undertakes tasks related to print, bookbindery and production of print communications materials for the Library, Archives and substantive departments of the Secretariat, including the preparation of gifts for VIP visitors to UNOG.
- Provides administrative support for section and unit chiefs and undertakes other duties as assigned.
Competencies
Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations; commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
Planning & Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
Education
High school diploma or equivalent. Training in archives and/or records management is desirable.
Work Experience
At least 7 years of experience in archives, electronic records management or related area and at least 5 years of experience with archives management systems and electronic document and records management systems of which preferably 3 years within the UN Common System.
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French and knowledge of the other is required. Knowledge of another official United Nations language is an advantage.
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Special Notice
Recruitment for this position is done on a local basis.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
Having passed the Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
Having passed the Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
United Nations Considerations
According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation or sexual abuse, or crimes other than minor traffic offences, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.
Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.
Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
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