Information Officer (Records and Archives), P-2. WHO, Geneva. Open until 31 March 2021

 Information Officer (Records and Archives) - (2100030)

  

Grade: P2

Contractual Arrangement: Fixed-term appointment

Contract Duration (Years, Months, Days): 1 year

: 

Job Posting

: Mar 11, 2021, 1:50:55 AM

Closing Date

: Mar 31, 2021, 5:59:00 AM

Primary Location

: Switzerland-Geneva

Organization

: HQ/OSS Operational Support and Services BOS

Schedule

: Full-time  

IMPORTANT NOTICE: Please note that the deadline for receipt of applications indicated above reflects your personal device's system settings. 

OBJECTIVES OF THE PROGRAMME

The Department of Operational Support and Services is comprised of several services, Infrastructure Support Services (ISS), Logistics Support Services (LSS), Security Services (SEC) and the Global Conference and Training Centre in Tunis (GCT). Logistics Support Services (LSS) is responsible for: i. Conference and events management at WHO/HQ and other locations as necessary ii. Logistics (including catering, printing, storage, transportation, mail & pouch services) at HQ iii. Corporate travel policy and related processes globally, and corporate travel operations at HQ iv. Records and historical archives policy globally, and management of records and archives at HQ v. Internal road safety and vehicle management policy global. The objectives of Records and Archives services is to appropriately retain, organize, preserve and provide access to WHO HQ records and archives in order to maintain reliable, authentic evidence of the Organization's decisions and activities, to facilitate administrative efficiency, and to preserve and disseminate the Organization's institutional memory.

DESCRIPTION OF DUTIES

Keys duties include the following:

•  Ensures that all WHO records, including audiovisual records such as photographs (historical and born digital) are appropriately preserved, stored, described and accessible.
• Liaise with the WHO Archivist in the dissemination of knowledge contained in the archives by organizing exhibitions, participating in and/or providing input for health history projects, and preparing presentations, articles or other communications on WHO history, based on information found in the archives.
• Provides and coordinates professional reference services to both internal and external researchers, including individuals and large research institutions, and assists with investigations and/or audits.
•  Assist Head RAS, WHO Archivist and the Electronic Records Management Officer in designing and maintaining Records and Archives specific policies and procedures related to:

       - the maintenance, dissemination and preservation of WHO records of all   types including new types of electronic formats found in social media, such as tweets and E-Mail and associated attachments; and

       - the development of an acquisition policy (including every media  format, E-Mail, Web sites or social media).

•  Assist the WHO Archivist in liaising with other WHO units and Regions involved with information management and knowledge sharing, and participates in joint initiatives to increase awareness of WHO, institutional memory and information resources.
•  Preforms other records and archives related duties as assigned.

REQUIRED QUALIFICATIONS

Education

Essential: A first level university degree in Information Management, archives/records management or a related field.Or a university degree in another field supplemented by equivalent experience in archives theory, practice and management.
Desirable: Qualification in one or more aspects of digital preservation.

Experience

Essential: At least two (2) years' experience working in records and archives management, with specific experience in electronic records and archives management software and with an active reference programme. Demonstrated experience at the international level.
Desirable: Experience in digital records and archives preservation.

Skills

Strong knowledge of records & archives management theory and practice, strong knowledge of electronic archives management tools, strong training skills, excellent written and oral communication skills, ability to deal effectively and positively with colleagues at all levels within the Organization and to work successfully within a team.

WHO Competencies

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results
Moving forward in a changing environment

Use of Language Skills

Essential: Expert knowledge of English. Intermediate knowledge of French.
Desirable:
The above language requirements are interchangeable.

REMUNERATION

WHO salaries for staff in the Professional category are calculated in US dollars. The remuneration for the above position comprises an annual base salary starting at USD 47,895 (subject to mandatory deductions for pension contributions and health insurance, as applicable), a variable post adjustment, which reflects the cost of living in a particular duty station, and currently amounts to USD 3572 per month for the duty station indicated above. Other benefits include 30 days of annual leave, allowances for dependent family members, home leave, and an education grant for dependent children.

ADDITIONAL INFORMATION

• This vacancy notice may be used to fill other similar positions at the same grade level

• Only candidates under serious consideration will be contacted.

• A written test may be used as a form of screening.

• In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

• Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

• Staff members in other duty stations are encouraged to apply.

• For information on WHO's operations please visit: http://www.who.int.

• WHO is committed to workforce diversity.

• WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.

• WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

• WHO has a mobility policy which can be found at the following link: http://www.who.int/employment/en/. Candidates appointed to an international post with WHO are subject to mobility and may be assigned to any activity or duty station of the Organization throughout the world.

• Applications from women and from nationals of non and underrepresented Member States are particularly encouraged.

• *For WHO General Service staff who do not meet the minimum educational qualifications, please see e-Manual III.4.1, para 220.

Senior Archivist - Research, P-4. UNHCR, Geneva, Switzerland. Open until 7 December 2020

 

Job Title Senior Archivist - Research

Job ID   23315

Location             Geneva, Switzerland

Salary Grade      P4

Hardship Level  H

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

Senior Archivist - Research

 

Organizational Setting and Work Relationships

The Archives of the United Nations High Commissioner for Refugees exists to make the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities, and to provide information to meet the research needs of the persons of interest to UNHCR, the scholarly community, and the general public. The UNHCR Archives includes material both in physical and digital formats from more than half a century of Field Operations around the world and material from headquarters, predecessor agencies, and individual donors. It occupies about 10 kilometres of shelving space on two basement floors in Geneva's headquarters.

 

This job exists in UNHCR headquarters and reports to the Chief of Section, Records and Archives. 

Its role is to promote the knowledge of UNHCR history and make research materials available to internal and external users while balancing researchers' need for access with the needs for confidentiality of persons of concern and institutions whose activities are reflected in the records.

 

The incumbent of this position supervises staff, interns, and consultants.

 

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

- Manage the historical archives of UNHCR.

- Design and implement UNHCR strategy for the organization, arrangement, preservation, and accessibility of UNHCR’s archives.

- Select, adapt, and implement UNHCR's archival description standards, metadata and tools.

- Oversee the appraisal of UNHCR’s records to identify material for permanent retention.

- Select and apply preservation measures to ensure the longevity of archival materials in all type of formats

- Coordinate archival arrangement and description projects. 

- Oversee reference services provided to internal and external researchers, facilitating access to UNHCR’s archival resources.

- Promote the knowledge and use of UNHCR Archives, internally and externally

- Collaborate with other services in the Division of External Relations to develop and organize fundraising and outreach activities.

- Implement and advise on UNHCR's access and research policy.

- Coordinate archival research projects.

- Coordinate transfers of inactive permanent records from the field to archives managed repositories.

- Manage the archives storage repositories, including risk assessment and disaster planning for the facilities.

- Perform other related duties as required.

 

 

Minimum Qualifications

 

Education & Professional Work Experience

Years of Experience / Degree Level

For P5 - 12 years relevant experience with Undergraduate degree; or 11 years relevant experience with Graduate degree; or 10 years relevant experience with Doctorate degree

 

Field(s) of Education

Digital Preservation; *Records and Archives management; Information Management;

History; or other relevant field.

(Field(s) of Education marked with an asterisk* are essential)

 

Certificates and/or Licenses

Not specified.

(Certificates and Licenses marked with an asterisk* are essential)

 

Relevant Job Experience

 

Essential

- Knowledge of archival principles, functions, techniques, methods, and standards.

- Experience in archival description, appraisal and researchers management.

- At least 7 years of experience in progressively responsible functions in relation to Archives or record management.

- A comprehensive knowledge of archival principles, functions, techniques, methods, and international standards.

- Experience in archives reference and consultation services.

- Familiarity with current trends in archival research.

 

Desirable

- Experience in arrangement and description, appraisal, disposition and preservation of records in all types of media (e.g. electronic records, films and videos, photos and traditional paper files.

- Experience in organizing outreach activities.

- Knowledge of moderns trends on long term preservation on all types of media.

 

Functional Skills

CO-Drafting and Documentation

RC-Access regime to records

RC-Archives emergency preparedness and disaster recovery

RC-Archives management (appraisal, classification, description, preservation, and access)

RC-Records and archives program implementation

RC-Records and Archives user guidance and support

RC-Records centre management

RC-Confidentially review and redaction

RC-Document and information management

RC-Information appraisal

 

(Functional Skills marked with an asterisk* are essential)

 

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

C001L4 - Accountability Level 4

C002L4 - Teamwork & Collaboration Level 4

C003L4 - Communication Level 4

C004L4 - Commitment to Continuous Learning Level 4

C005L4 - Client & Result Orientation Level 4

C006L4 - Organizational Awareness Level 4

M002L4 - Managing Performance Level 4

M005L4 - Leadership Level 4

M004L4 - Strategic Planning and Vision Level 4

M003L4 - Judgement and Decision Making Level 4

X001L4 - Analytical Thinking Level 4

X005L4 - Planning and Organizing Level 4

X008L4 - Stakeholder Management Level 4

 

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).

Associate Archivist- Research, P-2. UNHCR, Geneva, Switzerland. Open until 7 December 2020

 

Job Title Associate Archivist - Research

Job ID   23382

Location Geneva, Switzerland

Salary Grade      P2

Hardship Level  H

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 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).

Staff Assistant (Archival Reference and Access, B-3, Grade 8). JFC, Brunssum, Netherlands. Open until 4 December 2020

NOTIFICATION OF A VACANCY

AT JOINT FORCE COMMAND, POST-BOX 270, NL- 6440 AG BRUNSSUM

Our Vacancy:

Job Title: Staff Assistant (Archival Reference and Access)

Post Number: OJN ZIM 0150

NATO Civilian Grade: B-3 – NATO Grade 8

As of 1 January 2021 NATO will implement a new remuneration structure, known as the single salary

spine. Therefore the new single salary spine references (“NATO grades”) are advertised next to the

current ABCL grades.

Duty Location: Brunssum, The Netherlands

Post filling date: as soon as possible

Closing date for applications: 4 December 2020

Our organisation

Joint Force Command Brunssum (JFCBS) provides a Joint headquarters to plan,

prepare and conduct operations to support NATO’s core tasks, at the Joint

Operational level, as directed by Supreme Allied Command Europe (SACEUR).

The Deputy Chief of Staff Management (DCOS MGT) is responsible to the Chief of

Staff (COS) for integrating, coordinating and implementing services and activities to

support, facilitate and contribute to the full JFHQ mission spectrum. Branch Head

Information Hub (iHUB) is responsible for staff and workflow management,

management/process planning and the management of the information workflow

within the JF HQ and with affiliated, parent and higher HQ. The Records Centre and

Archives (RCA) Section manages all HQ records, to include receiving and

distributing official correspondence for the Command Group. The RCA is also

responsible for records management policies and procedures for the HQ, and

provides direction and guidance on records management and archiving to

subordinate comments. Additionally, the RCA is responsible for archiving records

generated by JFCBS as well as operational and mission records generated by

subordinate commands.

The Staff Assistant (Archival Reference and Access):

- Handles requests for access to ISAF records.

- Executes complex searches of ISAF data in response to records requests and

prepares reports of findings.

- Evaluates and provides point of contact for potential declassification/downgrading

review.

- Appraises ISAF records for value, including deduplication review and comparison

with existing NATO retention schedules.

- Organizes, processes and assigns metadata to ISAF electronic records

- Prepares archival descriptions for records to enhance access.

- Monitors ISAF digital records for obsolescence and perform preservation actions.

- Prepares processed ISAF records for submission to NATO HQ.

Special Requirements

The work is normally performed in a normal NATO office working environment.

Normal Working Conditions apply.

The candidate has to be deployable.

The employee may be required to undertake deployments in support of military

operations and exercises, and/or TDY assignments, both within and without NATO

boundaries.

Such operational deployment may exceed 30 days of duration up to 183 days in any

period of 574 days, and may be on short notice. For NIC staff, acceptance of an

employment contract linked to this post constitutes agreement to deploy in excess of

30 days if required.

The successful candidate has the following qualifications:

Professional/Experience

Demonstrable knowledge of contemporary archival and records management

principles and practices

Expertise in handling complex access to information requests

Expertise in handling classified and sensitive information

Expertise in declassification and disclosure

Expertise in search and retrieving information, including automated storage and

retrieval systems

Education/Training

Secondary education

Completed basic training in library, information science, management information

systems, computer science or similar relevant training

2 years related experience.

Language

English – good – NATO Standard Language Proficiency 3322

(Listening, Speaking, Reading and Writing) in accordance with NATO standard

agreement (STANAG) 6001.

NOTE: The work both oral and written in this post and in this Headquarters as a whole is conducted

mainly in English.

Desirable Qualifications

Experience with or knowledge of International military operations

Military background

Knowledge of NATO security policies

Knowledge of NATO release and disclosure policies

Three years of experience with processing and organizing digital records

Personal Attributes

The successful candidate possesses following competencies:

 Achievement – works to meet standards;

 Analytical thinking – breaks down problems;

 Customer service orientation – responds appropriately, maintains clear

communication;

 Teamwork – expresses positive attitudes and expectations of team or team

members.

The successful selected candidate needs to complete a NATO medical examination

and have a NATO security clearance before an employment offer will be released.

The medical examination will take place with our medical consultant and is required

to determine if the recommended candidate is fit to perform the duties and is

deployable to NATO's regional areas of operation.

This is an interim NATO International Civilian position with a definite duration

contract. The position is approved until 31 December 2021, further contracts beyond

this date to be determined.

Due date for receipt of applications: 4 December 2020

Candidates have to apply electronically in NATO Talent Acquisition Program:

https://nato.taleo.net/careersection/1/jobsearch.ftl?lang-en

Results of the initial screening for this post may be expected in the second half of

December 2020. Test and interviews for those invited are planned in the beginning

of 2021. Prior to the test and interview there may be a Hire Vue interview.

Digital Reading Room Consultant (Records and Archives). UNHCR, Geneva. Open until 22 November 2020

Terms of Reference

Digital Reading Room Consultant (Records and Archives)

Records and Archives,

Division of External Relations (DER)

Title: Digital Reading Room Consultant (Records and Archives)

Duty Station: Home-based due to Covid-19

Duration: Starting immediately, for a period of maximum 3 months, starting December 2020

Contract Type: UNHCR Individual Consultant

Closing date: 22 November 2020

Organisational context

Based within the Division of External Relations, UNHCR Records and Archives’ (RAS) holdings contain information from the founding of the Organization in 1950 to the present day in both paper and digital format. RAS Digital information is held in both the UNHCR EDRMS (Open Text ECM system) and a Digital Preservation System (Arkivum). The point of access to UNHCR Archives is the online catalogue which provides access to the records held in the Archives at Headquarters. Due to COVID19 and the general increase in demand for remote access to digital or digitised files, UNHCR is looking for a consultant to review and present tools and solutions for a Digital Reading Room (DRR).

 The consultant will work under the general supervision of the RAS Chief of Section and in close

collaboration with the reference and the digital archivists and will be tasked to identify tools and

solutions for the above.

UNHCR Digital Reading Room

UNHCR Digital Reading Room should be an online platform/portal which will allow archivists to

securely share content with researchers online. Researchers will have access to select, request, and

consult digital documents online. Archivists will be able to review, redact and share securely the

material with researchers. Ideally it should also provide analytical tools. 

Overall purpose and Scope of Assignment:

Under the overall supervision of RAS, the consultant will research and provide a review (based on

UNHCR requirements and the infrastructure of the information landscape within UNHCR Records and

Archives), of tools and solutions for a Digital Reading Room. This can be based in the Cloud.

Tools and solutions are needed for the following:

• Review and Redaction processes for Archivists.

o E.g. Tools for flagging, masking and insertion of replacement pages

o E.g. Systems that can review and redact large amounts of data

• Delivery portal/viewing platform for researchers

Delivery of variety of formats

• Internal and external portals for delivery

• Security and Identity management

• Storage solutions for a DRR

• Analytical tools

• Any other aspects identified as the project develops

Based on UNHCR RAS information management systems and tools, the consultant will:

• Research and analyze the current offering of tools available for Digital Reading Rooms.

• Review well performing models that are operational in other institutions.

• Present how the tools identified meet UNHCR requirements.

• Recommend solutions, tools, technology and ideas for UNHCR RAS.

• Cost each solution.

• Present the tools in a comparative table against UNHCR requirements.

• Present the solution which can be implemented in phases.

Essential minimum qualifications and professional experience required

Education (Level and area of required and/or preferred education):

• Advanced degree ideally in areas of information management; technology or digital

preservation.

And/or

Work Experience:

• 8 years of experience and knowledge of archives, digitization, digital archives, access to archives

as well as experience implementing technology. Knowledge of the landscape of archives and

online tools for providing secure access to archives. 

Key Competencies:

Essential:

• At least 6 years working within archives sector, preferably with experience of large memory

institutions/UN agencies/international organisations.

• Demonstrated ability and experience of working with technology and archives

• Strong project management skills

• Ability to establish and maintain effective working relationships with people in a multi-cultural,

multi-ethnic environment with sensitivity and respect for diversity

• Fluency in written and spoken English is required.

Desirable

• Knowledge of another UN language

To apply

Interested applicants should submit an updated and signed UNHCR Personal History Form (P11) and a

maximum 2 page proposal for the consultancy with a workplan and an approximate budget in English

by 22 November 2020 to hqrasjob@unhcr.org.

The UNHCR workforce consists of many diverse nationalities, cultures and languages. 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.

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: 22 November 2020

Associate Information Resources and Services Administrator (Records and Archives). ADB, Manila. Open until 8 May 2020

Associate Information Resources and Services Administrator (Records and Archives)

Reference Number	200203
Position Level	AS 7
Department	Office of Administrative Services
Division	Information Resources and Services Unit
Location	Asian Development Bank Headquarters
Date Posted	Thursday, April 23, 2020
Closing Date	Friday, May 8, 2020 11:59 p.m. (2359 Manila Time, 0800 GMT)

IMPORTANT INFORMATION
Close relatives¹ of ADB staff, except spouses of international staff, are not eligible for recruitment and appointment to staff positions. Applicants are expected to disclose if they have any relative/s by consanguinity/blood, by adoption and/or by affinity/marriage presently employed in ADB.
¹ Close relatives refer to spouse, children, mother, father, brother and sister, niece, nephew, aunt and uncle.
Staff on probation are not eligible to apply. Applicants for promotion must have served at their position for at least one year and must have normally served at their personal level for at least two years immediately preceding the date of the vacancy closing date. Applicants for lateral transfer must have served at their position and personal level for at least one year immediately preceding the date of the vacancy closing date (reference A.O. 2.03, paragraphs 5.8 and 5.9).
 
Overview
Asian Development Bank (ADB) is an international development finance institution headquartered in Manila, Philippines and is composed of 68 members, 49 of which are from the Asia and Pacific region. ADB is committed to achieving a prosperous, inclusive, resilient, and sustainable Asia and the Pacific, while sustaining its efforts to eradicate extreme poverty. ADB combines finance, knowledge, and partnerships to fulfill its expanded vision under its Strategy 2030.
ADB only hires nationals of its 68 members.

The position is assigned in the Information Resources and Services Unit (OAIS-IR) within the Office of Administrative Services (OAS).

OAS manages the building, office space facilities, and delivers over 70 diverse services essential for ADB's operation. It provides administrative support to ADB Management and staff and delivers quality products and services at an affordable cost. The office is headed by the Principal Director (PD) and supported by Division Directors who manage the respective business units.

OAIS-IR is composed of three teams: (i) Library Services, (ii) Information and Research Coordinators (IRC); and (ii) Records and Archives Services, which also manages the ADB History Gallery. The Records and Archives team helps develop and implement ADB's policy, procedures, and records management system for managing information and records in electronic and non-electronic formats; update ADB File Plan and metadata; provide guidance on storing, retrieval and disposal of inactive records; and render records and archives management services.
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To view ADB Organizational Chart, please click here.

Job Purpose
The Associate Information Resources and Services Administrator (Records and Archives) will collect, organize, maintain and preserve archival records of ADB; provide reference and research services, administer the digital conversion of archival records; support establishment of an electronic records management system (ERMS); curate archival materials for exhibit purposes, provide inputs in the preparation and design of exhibit materials for the ADB History Gallery, coordinate with departments for the turn-over of archival records; and support proactive disclosure in accordance with ADB policies. The incumbent will report to the designated International Staff and senior National Staff.
 
Responsibilities
Works independently on all or a combination of the following transactions and/or clearly defined areas, depending on the assignment/instructions from supervisors:

• Maintains the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.
• Organizes the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.
• Identifies records requiring conservation and provides treatment and restoration to damaged records using international standards.
• Develops, implements, and maintains policies and procedures in selecting and organizing archival materials as well as the information system of the ADB's archival holdings.
• Coordinates with Departments/Offices on the transfer of archival materials for protection and preservation.
• Ensures conversion of archival records to electronic formats (including its migration to newer media) for the preservation of historical collection and as part of the business continuity program.
• Develops and maintains electronic client interface, database, and website.
• Support establishment of an electronic records management system (ERMS), including coordination for training and change management;
• Provides information and facilities to authorized archival records users through the preparation of indexes, guides, and other finding aids.
• Manages the reference services by conducting preliminary research, identifying relevant archival records and verifying staff's authority to have access to archival records or confidential materials to ensure security and integrity of archival records, and in compliance with the public communications policy of ADB.
• Promotes awareness on the importance of protecting and preserving archival materials and supports activities related to exhibits, external events and other activities requiring the distribution or display of archival materials.
• Maintains and develops the ADB Archives Gallery by assessing and selecting relevant materials for exhibits, updating featured materials and information, and coordinates activities and events.
• Backs up other records staff in their absence.
• Maintains statistics on archival holdings and activity indicators on the use of archives collection.
• Participates in the performation evaluation for service provider's personnel assigned to ADB on records and archives management services.
• Maintains records transfers, and plans the yearly work program for archives and the gallery.
• Performs other duties as may be assigned by the immediate supervisor, Unit Head, and/or director and reflected in the incumbent's workplan.

Qualifications

Relevant Experience & Requirements

• Bachelor's degree in Library Science, Archives Administration, or other information management discipline
• At least 5 years of experience as a practicing archivist
• Working knowledge and understanding of established records management policies and procedures
• Thorough knowledge of archival/records management operations and preservation techniques
• Experience in change management for IT project in relation to electronic records management system (ERMS)
• Experience on electronic filing system
• Experience in working in galleries or museums as curator and knowledge in digital exhibits will be an advantage
• Proficient in ADB or multicultural organizations' standard software programs and information technologies, particularly for database management and client interface
• Able to liaise and work effectively with staff within own work location
• Able to work collaboratively with teams as a constructive team member
• Excellent interpersonal skills and excellent command of written and spoken English
• Please refer to the link for ADB Competency Framework for Administrative Staff Level 6-7

General Considerations
The selected candidate, if new to ADB, is appointed for an initial term of 3 years.
ADB offers competitive remuneration and a comprehensive benefits package. Actual appointment salary will be based on ADB's standards and computation, taking into account the selected individual's qualifications and experience.
ADB seeks to ensure that everyone is treated with respect and given equal opportunities to work in an inclusive environment. ADB encourages all qualified candidates to apply regardless of their racial, ethnic, religious and cultural background, gender, sexual orientation or disabilities. Women are highly encouraged to apply.
Please note that the actual level and salary will be based on qualifications of the selected candidate.

Archives/Records Officer. IMF, Washington DC. Open until 9 August 2019

Archives/Records Officer - ITDISG (Job Number: 1900549)

• This vacancy shall be filled by a 3-year Term appointment in accordance with the Fund’s new employment rules taking effect on May 1, 2015.

Description

 

Under the general supervision of the Section Chief for Archives and Records Management and the direct management of the Team Lead for Archives Management, the Archives and Records Officer will be responsible for physical and electronic archives management for the IMF. Specific responsibilities of the Archives and Records Officer includes the following: 

• Archival processing – Arrange and organize IMF archival content according to international standards, compile metadata, map it to the existing catalog structure, describe new series in the catalog, and update series histories.
• Reference – Assist internal and external researchers by querying the IMF Archives and retrieving relevant archival materials.
• Digitization – Digitize materials at the item level for internal and external researchers and make available through the IMF’s Online Archives Catalog. Populate the catalog with all necessary metadata.
• Declassification – Review requested materials and declassify or block according to the IMF’s Open Archives Policy. Create withdrawal slips as necessary, with the purpose of informing clients about withdrawn records, and capturing that information in the catalog. 
• Digital archiving – Assist in developing and implementing a digital archiving “long-term preservation” strategy that addresses both digitized copies of paper documents and “born digital content” coming from electronic systems like the IMF’s new document management system. Work with fellow team members and IT staff to identify, implement and manage a digital archiving system for documents, web content, email, videos, and digital photos.
• Policy and guideline updates – Develop and implement archival guidelines and policies.
• Outreach and Training – Engage with clients throughout the Fund to educate and empower them to access and use the IMF Archives. Build awareness of the IMF Open Archives Policy and its implications for managing IMF records.

Qualifications

 

Educational development, typically acquired by the completion of an advanced university degree in records management, archives management, library and information science. Alternatively, a bachelor’s degree in a related field together with professional certification in records management (CRM) plus a minimum of six years of relevant professional experience.

 

Knowledge/Skills

• Demonstrable experience in archives management systems.
• Experience with managing information systems.
• Experience with MS Office Applications - Word, Excel; PowerPoint, Visio, Project and Access.
• Excellent English written and verbal communication skills; including writing user/technical documentation.
• Strong analytical and problem-solving skills.
• Strong interpersonal skills and ability to work collaboratively as a member of a team.
• Ability to interact with staff from diverse cultures and backgrounds.
• Experience with basic HTML, XML, and SQL.
• Experience with Enterprise Content Management Systems, including SharePoint, is highly desirable.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.

Associate Information Management Officer, P-2. UN Secretariat, DM, ARMS. Open until 16 July 2018

Posting Title:	Associate Information Management Officer (Temporary Job Opening), P2 (Temporary Job Opening)
Job Code Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:	Office of Central Support Services
Duty Station:	NEW YORK
Posting Period:	02 July 2018 - 16 July 2018
Job Opening Number:	18-Information Management Systems-DM OCSS-95848-J-New York (R)
Staffing Exercise	N/A

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located in the Department of Management/Office of Central Support Services/FCSD/CAS/Archives and Records Management Section (ARMS). Under the supervision of an Information Management Officer, the incumbent is responsible for the identification and maintenance of archival records from Peacekeeping Operations to ensure their long-term preservation and easy retrieval according to established rules and standards.

Responsibilities

Within delegated authority, the Associate Information Management Officer will be responsible for the following duties:

•Provides support and advice to records-creating offices by advising on record-keeping system standards and compliance; paper and digital records accessioning processes; and training in the use of metadata standards for the capture, maintenance and accessioning of archives.
•Supervises and undertakes records accession and disposition functions, including records appraisal, by liaising with records-creating offices on the transfer and/or disposal of records and analysing and evaluating records for evidential and informational value in support of records appraisal.
•Supervises and undertakes the arrangement and description of archives and the production of finding aids; prepares mark-up of inventories for electronic dissemination; and monitors adherence to description, database and preservation standards.
•Performs and supervises reference functions by advising internal and external users on holdings and accessibility and assisting in the administration of access and declassification activities, including ensuring that archives are searchable online.
•Supports the preservation of digital and paper archives by undertaking and supervising the digitization of analogue archives to preservation standards, rehousing paper archives, and the migration of digital archives.
•Leads the Section’s outreach activities by managing and contributing to its social media presence.
•Supervises General Service staff relating to functions cited above.
•Performs other related duties, as required.

Competencies

•Professionalism: Knowledge of information management and record keeping in electronic media. Ability to provide maintenance and disposition of records, including appraisal and migration management; records preservation and description; and research practices. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
•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.

Education

An advanced university degree (Master's degree or equivalent degree) in archival, information science, information systems, social science or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. A first-level university degree and no experience will be accepted for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Work Experience

A minimum of two years of progressively responsible experience in modern archives management, record-keeping, library, information management or related area is required. Experience in the arrangement and description of digital and paper archives is desirable. Experience managing the digitization of paper archives to archival standards is desirable. No experience is required for candidates who have passed the Young Professionals Programme Examination/United Nations National Competitive Recruitment Examination (NCRE) or the General Service to Professional Examination (G to P).

Languages

English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of another UN official language is an advantage.

Assessment

Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.

Special Notice

• This position is temporarily available until 28 February 2019 and is subject to availability of funding or post. If the selected candidate is a staff member from the United Nations Secretariat, the selection will be administered as a temporary assignment.

• Pursuant to section 7.11 of ST/AI/2012/2/Rev.1, candidates recruited through the young professionals programme who have not served for a minimum of two years in the position of their initial assignment are not eligible to apply to this position.

• While this temporary assignment may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• Subject to the funding source of the position, the eligibility for this temporary job opening may be limited to candidates based at the duty station.

• The United Nations Secretariat is committed to achieving 50/50 gender balance in its staff. Female candidates are strongly encouraged to apply for this position.

• 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.

• 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.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

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, including but not limited to, respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to, whether they have committed or are alleged to have committed criminal offences or violations of international human rights law and international humanitarian law.

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 At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The screening and 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, including but not limited to, their education, work experience, and language skills, according to the instructions provided on inspira. Applicants will be disqualified from consideration if they do not demonstrate in their application that they meet the evaluation criteria of the job opening and the applicable internal legislations of the United Nations. Applicants are solely responsible for providing complete and accurate information at the time of application: 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 a reference-checking process to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at midnight (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.