| Posting Title: | ARCHIVES ASSISTANT, G4 |
| Job Code Title: | ARCHIVES ASSISTANT |
| Department/Office: | United Nations Office at Geneva |
| Duty Station: | GENEVA |
| Posting Period: | 02 July 2019 - 31 July 2019 |
| Job Opening Number: | 19-Documentation and Information -UNOG-117907-R-Geneva (O) |
| 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 Chief, Records Management Unit, the incumbent will be responsible for the following duties:
1. Assists with records centre operations:
- Assists with the processing of accessions.
- Assists with updating accession and space management databases.
- Assists with space management and space allocation.
- Assists with responding to emergency disasters.
- Assists with monitoring if environmental quality controls and assists in the resolution of problems.
2. Assists with records transfer and accessioning operations:
- Assists in facilitating the physical transfer of scheduled records to RMU.
- Ensures accuracy of transfer documentation and accuracy of records to be transferred.
- Provides assistance to transferring offices throughout the transfer process.
3. Assists with reference operations and assists the focal point for requests for access to records:
- Assists the RMU focal point with requests for access to transferred records.
- Facilitates physical access, according to approved mechanisms, to transferred records.
4. General:
- Provides assistance to UNOG Museum in setting up and taking down of archival exhibitions.
- Provides administrative support for section and unit chiefs and undertakes other duties as assigned.
5. Assists with records disposals that have met their retention:
- Assists in liaising with relevant Secretariat staff and paper recycling companies to facilitate disposal for physical records.
- Assists with preparing records for physical destruction.
- Assists with overseeing the physical destruction of records that have met their retention.
- Assists with updating the RMU accession database.
6. Assists with the acquisition and management of archival boxes:
- Assists with the dissemination and stock management of archival boxes.
1. Assists with records centre operations:
- Assists with the processing of accessions.
- Assists with updating accession and space management databases.
- Assists with space management and space allocation.
- Assists with responding to emergency disasters.
- Assists with monitoring if environmental quality controls and assists in the resolution of problems.
2. Assists with records transfer and accessioning operations:
- Assists in facilitating the physical transfer of scheduled records to RMU.
- Ensures accuracy of transfer documentation and accuracy of records to be transferred.
- Provides assistance to transferring offices throughout the transfer process.
3. Assists with reference operations and assists the focal point for requests for access to records:
- Assists the RMU focal point with requests for access to transferred records.
- Facilitates physical access, according to approved mechanisms, to transferred records.
4. General:
- Provides assistance to UNOG Museum in setting up and taking down of archival exhibitions.
- Provides administrative support for section and unit chiefs and undertakes other duties as assigned.
5. Assists with records disposals that have met their retention:
- Assists in liaising with relevant Secretariat staff and paper recycling companies to facilitate disposal for physical records.
- Assists with preparing records for physical destruction.
- Assists with overseeing the physical destruction of records that have met their retention.
- Assists with updating the RMU accession database.
6. Assists with the acquisition and management of archival boxes:
- Assists with the dissemination and stock management of archival boxes.
Competencies
Professionalism:
Knowledge of electronic record keeping and relevant information systems and networks. Sound knowledge of information management, archives management, record keeping and record disposition. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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.
Team Work:
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.
Knowledge of electronic record keeping and relevant information systems and networks. Sound knowledge of information management, archives management, record keeping and record disposition. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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.
Team Work:
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.
Education
Completion of secondary school or its equivalent commercial school.
Must have passed the ASAT or the GGST.
Training in archives and/or records management is desirable.
Must have passed the ASAT or the GGST.
Training in archives and/or records management is desirable.
Work Experience
A minimum of three (3) years of experience in archives and records management or related area is required, of which two (2) years of experience with archives management system, content management system, or electronic records management system .
Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French with knowledge of the other is required.
Assessment
Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.
Special Notice
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
Vacancies at G1-G4 levels are open to both internal and external candidates, including staff members on temporary appointments. However, priority consideration will be given to existing serving staff members. New external candidates will only be considered when a serving staff member holding a Fixed-Term or Temporary Appointment at the time of application cannot be identified.
Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.
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.
Vacancies at G1-G4 levels are open to both internal and external candidates, including staff members on temporary appointments. However, priority consideration will be given to existing serving staff members. New external candidates will only be considered when a serving staff member holding a Fixed-Term or Temporary Appointment at the time of application cannot be identified.
Staff members of the United Nations common system organizations who will reach the mandatory age of separation or retirement within the duration of the current temporary need period are not eligible to apply. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.
Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Staff members who were granted a fixed-term, continuing or permanent appointment as a result of having passed a predecessor test recognized by the Office of Human Resources Management, and who have continuously held such appointments, are not required to take the new test.
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, sexual abuse, or sexual harassment, 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. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.
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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