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.

Associate Information Management Officer, P-2. UN HQ, DMSPC, New York. Open until 21 February 2021

 

Posting Title:	Associate Information Management Officer, P2
Job Code Title:	ASSOCIATE INFORMATION MANAGEMENT OFFICER
Department/Office:	Department of Management Strategy, Policy and Compliance Office of Programme Planning, Finance and Budget
Duty Station:	NEW YORK
Posting Period:	08 January 2021 - 21 February 2021
Job Opening Number:	21-Information Management Systems-DMSPC OPPFB-145546-R-New York (X)
Staffing Exercise	N/A

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

Org. Setting and Reporting

This position is located in the Trust Funds Management Section, Financial Reporting and Contributions Service ,Office of Programme Planning, Finance and Budget (OPPFB), Department of Management Strategy, Policy and Compliance (DMSPC).

The Finance Division accounts for and reports to the appropriate authorities on the use of United Nations financial resources. The Financial Reporting and Contributions Service is mainly responsible for the preparation of IPSAS-compliant financial statements for all funding sources and ensures the sustainability of IPSAS-compliant accounting and reporting.

The Trust Funds Management Section is responsible for the financial management of voluntary contributions received and the use of these funds including global support to offices around the world. The Associate Information Management Officer reports to a unit chief.

Responsibilities

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

• Provides electronic record keeping support and advice to records-creating offices by advising on electronic record keeping system standards and compliance; oversees the digital records accessioning process; provides training in the use of metadata standards for the capture, maintenance and accessioning of digital archives; and manages system upgrades, migration for digital archives databases; assists in designing data collection and review tools, contributes in preparation of analysis and identification of issues, and provides support for possible solution for the financial data management.
• Supervises and undertakes records management and disposition functions, including records appraisal, by liaising with records-creating offices and analyzing and evaluating records for evidential and informational value in support of controlling of financial and security data.
• Supervises and undertakes archival processing tasks by producing descriptive inventories; 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.
• Plans and works with IT systems units, in the deployment and administration of accounting systems.
• Researches and analyses information needed to respond to audit findings.
• 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.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals; solicits input by genuinely valuing others’ ideas and expertise; is willing to learn from others; places team agenda before personal agenda; supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

•Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

Education

An advanced university degree (Master’s or Doctorate degree, or equivalent) in archival, information science, information systems, social science or related fields is required. A first-level degree (Bachelor’s degree or equivalent) in the specified fields of studies with two additional years of relevant work experience may be accepted in lieu of the advanced university degree.

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 working with SAP Financial Accounting and troubleshooting financial posting issues is desirable.
Experience in SAP or similar ERPs in Public Sector Management in Funds Management and Grants Management is desirable.
No experience is required for candidates who have passed the United Nations Young Professionals Programme Examination (YPP), the United Nations Competitive Recruitment Examination (NCRE) or the G to P 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 post is financed by Xtra-Budgetary funds for voluntary contributions. The appointment and renewal thereof are subject to the availability of the post or funds, budgetary approval or extension of the mandate.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity 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.

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.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

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.

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).

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

 

Job Title              Associate Archivist - Record Management

Job ID   23339

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 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).

Associate Archivist - Records Management, P-2. UNHCR, Panama City, Panama. Open until 7 December 2020

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).