Associate Archivist (Ogata Project). UNHCR, Geneva. Open until 13 October 2020

 

TA - Associate Archivist (Ogata Project)

21890

Location

Geneva, Switzerland

Salary Grade

Hardship Level

H

Family Location Type

Family

Duties and Qualifications Terms of Reference Project Archivist Records and Archives Section UNHCR, the UN Refugee Agency, is offering a short term contract within the Records and Archives Section in our Geneva Headquarters in Switzerland. The role will be within UNHCR¿s Reference Unit, which serves to document, preserve and promote access to UNHCR¿s recorded institutional memory. UNHCR is a global organisation dedicated to saving lives, protecting rights and building a better future for refugees, forcibly displaced communities and stateless people. Every year, millions of men, women and children are forced to flee their homes to escape conflict and persecution. We are in over 125 countries, using our expertise to protect and care for millions. Title: Associate Archivist (Ogata Project) Duty Station: Geneva, Switzerland Duration: 6 months Organisational context Records and Archives Section (RAS) is responsible for ensuring that the Organization¿s records are managed through their life cycle in accordance with international standards and UN regulations, as a foundation for the governance and accountability of the organization. RAS makes 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. Also, RAS provides information to meet the research needs of the persons of concern to UNHCR, UNHCR Staff and stakeholders, the scholarly community, and the general public. The position We are looking for a qualified archivist with experience in archival description and arrangement to lead the preparation of a catalogue and archival finding aids for the archives of former High Commissioner Sadako Ogata. The selected candidate will work within the Reference Unit, within the Records and Archives Section, to analyze the collection, devise a catalogue structure based upon archival principals and restore original record keeping systems and logic. The position will work closely with the Reference Archivist and other members of the Records and Archives Section. The position will complete archival arrangement and description tasks, ensuring a quality output suitable for publication. The HC Ogata archives comprise 70 linear metres of shelving, containing approximately 1,400 files in total. The majority of the records are written in English. Duties and responsibilities * Analyze the HC Ogata collection, identify record series and original recordkeeping systems where possible; *  Create written finding aids in accordance with UNHCR¿s archival description standards; *  Maintain project documentation; *  Enter hierarchical descriptive data into an ISAD(G) database (Adlib); *  Maintain editorial control over archival descriptions created during the project, ensuring language and style are consistent throughout; *  Train and coordinate the work of an intern and volunteers , some of which will not have worked in archives before; *  Undertake a confidentiality review of the collection, in accordance with UNHCR¿s policy on Access to UNHCR Archives; *  Conduct a preservation assessment of the records, recommending and implementing remedial actions where appropriate. Essential minimum qualifications and professional experience required The ideal candidate will: * Possess a postgraduate degree in Archives and Records Management or similar *  Have at least three years post-qualification experience of working in an Archive environment *  Have excellent analytical skills, with proven experience of archival arrangement and description *  Be able to train, motivate and mentor interns and volunteers working on the project *  Have efficient, proven project management skills; *  Be fluent in English, with advanced writing and editing skills *  Have good experience using the Microsoft Office suite; *  Be highly organized and have good attention to detail. *  Be a flexible, team-player. Location The successful candidate will be based with the team in Geneva, Switzerland. At the time of advertising, an element of working from home (within the duty station) is required. Conditions The contract is for 6 months, to commence before the end of 2020. Requests for flexible working arrangements regarding the distribution of working hours are possible if agreed in advance with the supervisor. Although the UNHCR office in Geneva is currently operating on a part-time teleworking basis, regular physical access to the archives repositories is required for the successful completion of this project. Office attendance is therefore required whenever possible within current constraints. 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. UNHCR does not charge a fee at any stage of its recruitment process (application, interview, meeting, travelling, processing or training). We welcome applications from candidates with a refugee or stateless background. Closing Date Please note that the closing date for this TA advertisement is Tuesday 13 October 2020 (midnight Geneva time).

Associate Archivist (Records Management), P-2. UNHCR, Geneva. Open until 23 November 2015

TERMS OF REFERENCE

Associate Archivist (Records Management)

Position Title: Associate Archivist (Records Management)

Organisation: UNHCR (administered by UNOPS)

Contract Type/Level: UNOPS International – Equivalent of P2 Level

Section/Unit: Records and Archives Section (Records Management)

Duty Station: Geneva, Switzerland

Duration: 01/01/2016- 31/12/2016

Closing Date: 23/11/2015

Background Information:

In order to address the risks related to unmanaged digital records and to be prepared to address the question of

medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leads

the implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR

document and electronic records management system.

The incumbent is managing the follow-up and maintenance of e-SAFE in HQ, which is ensuring that the

organization's records are managed through their life cycle in accordance with international standards and

regulations as a foundation for the governance and accountability of the organization. The incumbent is also

participating in the management of e-SAFE related projects.

Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent

works in close coordination with the Associate Archivist Field in Copenhagen, and DIST.

Organizational context:

Records and Archives Section sits within the Division of External Relations (DER).

Duties and Responsibilities:

Under the supervision of the Senior Archivist, the incumbent should ensure that UNHCR has a records

management program for HQ in place that captures, protects and provides access to authorised staff and

stakeholders to authentic records, and ensures that in the future UNHCR and its HQ task force will have access

to all relevant institutional memory.

The contractor responsabilitiy includes:

 Develop and update records and archives management guidance material such as guidelines,

instructions and procedures;

 Implementation of records and archives management guidance material;

 Conduct classroom training;

 Assist units and offices to organize, manage and share information and coordinate HQ requirements for

compliance in the Field;

 Analyze business needs, provide advice, define, implement and update file plans and unit profiles

including retention for the offices;

 Implement and sustain e-SAFE;

 Ensure correct access/permissions and governance;

 Supervise the maintenance of workspaces and access groups;

 Coordinate network of Focal Points in HQ and facilitate workshops;

 Participate in Field missions;

 Participate in the management of e-SAFE related projects with DIST and external parties.

Essential Minimum Qualifications and Professional Experience Required:

Education

Advanced university degree in records and archival management; or in history or related discipline with

concentration in records and archival management; or in information management, history or related disciplines

with additional training as provided by universities and/or professional archival associations

Work Experience

At least 4 years of experience in progressively responsible functions in relation to records management in a

large organisation that deals with both sensitive and non sensitive materials. Of the 4 years, minimum 2 years of

experience should be in an international environment in the same functional area directly relevant to the current

position.

Experience with Enterprise Content Management systems with Records Management capacity

Language

 Fluency in English (required).

 Fluency in French or another UN language (desirable).

Required Competencies:

 Judgement and Decision Making

 Analytical Thinking

 Technological Awareness

 Planning and Organizing

 Change Capability and Adaptability

 Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the

persons of concern to UNHCR (desirable).

Location:

The selected candidate will report to the Senior Archivist (Records Management).

Applications:

Interested applicants should submit their letter of motivation and Personal History Form (P11), including

testimonials/degrees/certificates to MANOUKIA@unhcr.org indicating “Associate Archivist (UNOPS)” in the

subject of the email.

P11 forms are available on www.unhcr.org/recruit/p11new.doc

Closing date for receipt of applications: Tuesday, 23 November 2015

Associate Archivist (Records Management), P-2. UNHCR, Copenhaguen. Open until 17 November 2015

					Job Title:
						Associate Archivist (Records Management)
	Job ID: 11662 Location: Copenhagen (HQ), Denmark APA Location: Copenhagen (HQ), Denmark
					Salary Grade:				Hardship Level:	H
						P2
					Family Type Location:	Family
	Eligibility Information Operational Context   Current Situation 1 UNHCR Records and Archives Section is undertaking a programme to roll out records management globally. The current staff in Records and Archives Section has the capacity to sustain HQ and the Europe Region and the global roll-out needs more resources. Under the supervision of a P4 Senior Archivist the Global Records Management and e-SAFE Support Unit is created in Copenhagen, being responsible for the global roll-out. HQ support will be managed from Geneva. Desirable Attributes 1 The incumbent is expected to have experience in implementation of electronic records management systems in an international environment and project management. The incumbent also needs sound operational knowledge and experience of office automation. Ability to deal with multiple tasks in a courteous and service oriented manner in demanding working conditions that often have short deadlines is also important. The incumbent should be a good communicator with strong interpersonal and negotiation skills. Fluency in English is a requirement and working knowledge of a second UN language is desirable. Working and Living Conditions 1   Security Considerations 1 The incumbent will go on mission to regions which require security clearance. Additional Factors 1   Job Description Duties and Qualifications Associate Archivist (Records Management) ORGANIZATIONAL CONTEXT The Archives of UNHCR exist 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, of the scholarly community, and of the general public. In order to address the risks related to unmanaged digital records and to be prepared to address the question of medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leads the implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR document and electronic records management system. The incumbent is to manage the implementation of a global records management system, which ensures that the organization's records are managed through their life cycle in accordance with international standards and regulations as a foundation for the governance and accountability of the organization. The incumbent also participates in the management of e-SAFE related projects. Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent works in close coordination with the Associate Archivist HQ in Geneva and DIST. FUNCTIONAL STATEMENT Accountability UNHCR operation in the Field has a global records management program in place that captures, protects and provides access to authorised staff and stakeholders to authentic records, and ensures that in the future UNHCR and its global task force will have access to all relevant institutional memory. Responsibility - Develop and update records and archives management guidance material such as guidelines, instructions and procedures. - Ensure implementation of records and archives management guidance material. - Develop and update blended training courses for records and archives management for different target groups and coordinate with Global Learning Centre and external partners. - Facilitate training sessions. - Manage the global records management programme and e-SAFE roll-out. - Assist units and offices to organize, manage and share information. - Analyse business needs, provide advice, define and update file plans and unit profiles. - Sustain e-SAFE and ensure correct access/permissions and governance. - Coordinate the maintenance of workspaces and groups. - Coordinate network of Field Super Focal Points and Focal Points in the regions and facilitate workshops. - Prepare and participate in Field missions. - Coordinate and monitor digitization projects. - Liaise with and coordinate actions with DIST and ICT responsible in regions and offices. - Participate in the management of e-SAFE related projects with DIST and external parties. Authority - Implement procedures and guidelines for records management in HQ. - Implement recordkeeping systems for offices in HQ. - Decide on the content and methodology of learning programmes related to records management for HQ. - Act as functional administrator of UNHCR Enterprise Document and Records Management System e-SAFE. - Develop and implement records disposition and destruction schedules. - Authorize records destruction. ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED - University degree in records and archival management; or in history or related discipline with concentration in records and archival management; or in information management, history or related disciplines with additional training as provided by universities and/or professional archival associations. - At least 4 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. Of the 4 years, minimum 2 years of experience should be in an international environment in the same functional area directly relevant to the current position. - Experience with Enterprise Content Management systems with Records Management capacity. - Sound operational knowledge and experience of office automation and electronic records management. - Excellent knowledge of English and working knowledge of another UN language. DESIRABLE QUALIFICATIONS & COMPETENCIES - Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the persons of concern to UNHCR - Proficiency in other UN languages, preferably French. 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 M002L2 - Managing Performance 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 Closing Date Please note that the closing date for all vacancies in Add.1 to the September 2015 Compendium is Tuesday 17 November 2015 (midnight Geneva time).

Associate Archivist, P-2. ITLOS, Hamburg. Open until 31 May 2012

VA/002/2012
INTERNATIONAL TRIBUNAL FOR THE LAW OF THE SEA
TRIBUNAL INTERNATIONAL DU DROIT DE LA MER

VACANCY ANNOUNCEMENT
The International Tribunal for the Law of the Sea (ITLOS), an international court with its seat in Hamburg, Germany, has the following vacancy:
Associate Archivist (P-2)

Functions: Under the supervision of the Head of Library and Archives the main tasks of the incumbent, who will manage the day-to-day operation of the Archives, will include:
• Processing judicial, session, and administrative records which includes, appraisal, scanning, indexing and accurately filing to facilitate storage and efficient preservation and retrieval; and where appropriate secure disposal.
• Maintaining physical control over all Tribunal archival records, taking all necessary steps to ensure proper handling and security of records.
• Administering the Electronic Document Management System (EDMS) and ITLOS Departmental Archival Database (IDAD) whilst ensuring that basic tools for accurate records indexing and retrieval are constantly updated and consistent with internal specifications.
• Drafting, recommending and implementing policies and procedures for the management of the Archives Unit.

Qualifications and Experience: Advanced University degree in the fields of archives and information management with a minimum of 2 years international relevant working experience; advanced computer literacy and in-depth knowledge and experience of relevant technology together with its application to archives and records management. An excellent knowledge of English or French with working knowledge of the other language is required.
The Tribunal reserves the right to appoint a candidate at one level below the advertised post.

Remuneration: An initial two-year fixed term contract, attractive tax-free salary with United Nations benefits and allowances. Applications should be sent to: Head of Personnel, International Tribunal for the Law of the Sea, Am Internationalen Seegerichtshof 1, 22609 Hamburg, Germany, Fax: 0049 (40) 3560 7245, or to personnel@itlos.org The completed ITLOS personal history form (P11) should be received by the Tribunal no later than 31 May 2012. Only short-listed applicants will be contacted. The P11 form can be found on the Tribunal’s website at www.itlos.org