Job Title Associate
Archivist - Record Management
Job ID 23387
Location Panama (Glob.Prog.), Panama
Salary Grade P2
Hardship Level A
Family Location Type Family
Procedures and Eligibility
Before submitting an application, UNHCR staff members
intending to apply to this Job Opening are requested to consult the Recruitment
and Assignments Policy (RAP, UNHCR/HCP/2017/2 and the Recruitment and
Assignments Administrative Instruction (RAAI), UNHCR/AI/2017/7 OF 15 August
2017.
Duties and Qualifications
Associate Archivist
Organizational Setting and Work Relationships
This job may exist in HQ, Bureau, or Country Operations. The
incumbent may report to the Records and Archives Section, a Bureau or a country
operation. In both cases, the job should follow the Records and Archives
policies, standards, and guidance. The incumbent may supervise staff and work
in partnership with other information management related functions. The role is
to implement best practices for managing UNHCR's information during the
complete lifecycle, from the planning and creation stage until the disposition
of temporary information or ipreservation in UNHCR's archives.
All UNHCR staff members are accountable to perform their
duties as reflected in their job description. They do so within their delegated
authorities, in line with the regulatory framework of UNHCR which includes the
UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative
Instructions as well as relevant accountability frameworks. In addition, staff
members are required to discharge their responsibilities in a manner consistent
with the core, functional, cross-functional and managerial competencies and
UNHCR's core values of professionalism, integrity and respect for diversity.
Duties
These are the expected duties for all P2 archivist
- Implement programs for the organization, preservation,
integrity, authenticity, and accessibility of records.
- Apply UNHCR's access policy to information and archives.
- Assist in the implementation and administration of records
management, archives, and digital preservation platforms
- Assist in developing guidance and best practices on
information and records and archives management.
- Apply records schedules to physical and digital records
- Assist in the development and implementation of strategies
for the digitization of physical records for access and preservation.
- Assist units and offices in HQ and Field to transfer
physical and digital information of long-term value.
- Participate in outreach activities
- Perform other duties related to the management of
information and records, and archives.
The lists below show additional duties is the job focuses on
a) Records management
- Facilitate the implementation of the records and archives
management policy and advise on information governance for digital and physical
material.
- Provide training on how to manage information, transfer
knowledge, and use institutional memory.
- Contribute to the development of Standard Operating Procedures (SOPs on information and records and archives
management),
- Oversee the disposition process;
- Contribute to the creation of MS Teams or Share Point
sites and map content to e-SAFE or other records and archives management
systems.
- Support Records Management focal points.
- Promote information governance best practices.
- Identify and provide context on material for the Archives
in digital and physical format and facilitate the transfer.
b) Research and access
- Manage and document communications with internal and
external researchers seeking access to UNHCR's information resources.
- Advise researchers on the availability of and restrictions
on archives collections, offering guidance to identify relevant research
content where required.
- Conduct on-demand research on behalf of UNHCR staff
members when necessary, assisting and advising on archives collections of
relevance to their subject.
- Take the lead in conducting declassification activities
following UNHCR access policy.
- Analyze research trends to anticipate future access demand
and to assist in resource allocation.
- Coordinate and participate in the supervision of
researchers in the archives reading room.
- Undertake archival description tasks and creation of
finding aids.
- Undertake catalog development tasks including preparing
data for upload to UNHCR's archives catalog, improving existing catalog
descriptions where required.
c) Digital preservation
- Responsible for the day to day running of web archive
service
- Assist in pre-ingest preparation of data sets
- Assist in secure transfer of data sets
- Assist in the implementation of the Digital Preservation
System (DPS)
- Assist in the management of digital curation and
preservation tasks, looking at critical functions within DPS, in particular,
the preparation of Submission Information Packages for the Digital Preservation
-System
- Assist in ingest of electronic content into the DPS
- Assist in planning and assessment of Digitization projects
- Assist in the development of policies and procedures
relating to Digital Preservation
- Assist in integrations between the DPS and other critical
UNHCR systems
- Participate in the management of long term preservation projects with DIST and
external parties
- Assist in d the development of additional RAS initiatives
related to the care of born-digital materials
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P2/NOB - 3 years relevant experience with Undergraduate
degree; or 2 years relevant experience with Graduate degree; or 1 year relevant
experience with Doctorate degree
Field(s) of Education
Information Management; Archival management; History;
or other relevant Field.
(Field(s) of Education marked with an asterisk* are
essential)
Certificates and/or Licenses
Archives/Record Management
(Certificates and Licenses marked with an asterisk* are
essential)
Relevant Job Experience
Essential
3 years of experience in progressively responsible functions
in relation to archives and records management in a large organisation that
deals with both sensitive and non-sensitive materials. Experience with
Enterprise Content Management systems with Records Management capacity. Sound
operational knowledge and experience of office automation and electronic
records management. Experience with digital archives with knowledge of current
trends, tools, best practices, policy development, and issues associated with
electronic records and their preservation. Familiarity with archival metadata
standards. Sound knowledge of Digital Preservation theory and practise. Proven
ability to deal with multiple tasks in a courteous and service-oriented manner
in demanding working conditions that often have short deadlines.
Desirable
Knowledge and exposure to UNHCR Mandate, its principles and
policies towards refugees and the persons of concern to UNHCR. Experience with
Web Archiving and Digital Preservation Systems.
Functional Skills
IM-Digital preservation and continuity
RC-Archives-Audio Visual Archives
RC-Digital archives delivery and management
RC-Enterprise content and records management systems
RC-Information appraisal
RC-Records and archives program implementation
RC-Records Management and Archives Principles, Practices and
Standards
RC-Records Management Systems
Language Requirements
For International Professional and Field Service jobs:
Knowledge of English and UN working language of the duty station if not
English.
For National Professional jobs: Knowledge of English and UN
working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN
working language of the duty station if not English.
This is a Standard Job Description for all UNHCR jobs with
this job title and grade level. The Operational Context may contain additional
essential and/or desirable qualifications relating to the specific operation
and/or position. Any such requirements are incorporated by reference in this
Job Description and will be considered for the screening, shortlisting and
selection of candidates.
Position Competencies
C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
M003L2 - Judgement and Decision Making Level 2
X001L2 - Analytical Thinking Level 2
X003L2 - Technological Awareness Level 2
X005L2 - Planning and Organizing Level 2
Additional
Information
The UNHCR workforce consists of many diverse nationalities,
cultures, languages and opinions. UNHCR seeks to sustain and strengthen this
diversity to ensure equal opportunities as well as an inclusive working
environment for its entire workforce. Applications are encouraged from all
qualified candidates without distinction on grounds of race, colour, sex,
national origin, age, religion, disability, sexual orientation and gender identity.
Additional
Information
Please note that UNHCR does not charge a fee at any stage of
its recruitment process (application, interview, meeting, travelling,
processing, training or any other fees).
Closing Date
Please note that the closing date for vacancies in this
addendum is Monday 7 December 2020 (midnight Geneva time).
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