Archives Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit
This position is located in the Institutional Memory Section, Records Management Unit, Library, UNOG, Geneva.

Responsibilities:

Under the supervision of the Chief, Records Management Unit (RMU) and within delegated authority, the Archives Assistant will be responsible for the following duties:

Oversees records centre operations:

  • Oversees operations of the records repositories.
  • Oversees space management and space allocation.
  • Responsible for processing of accessions.
  • Responsible for updating of accession and space management databases.
  • Responds to emergency disasters.
  • Monitors environmental quality controls and coordinates the resolution of problems.

Oversees records transfer and accessioning operations:

  • Facilitates the transfer of scheduled records to RMU.
  • Ensures accuracy of transfer documentation and accuracy of records to be transferred.
  • Provides advice and assistance to transferring offices throughout the transfer process.
Performs reference operations and acts as focal point for requests for access to records:

  • Acts as RMU focal point for requests for access to transferred records.
  • Facilitates physical access, according to approved mechanisms, to transferred records.

Oversees records disposals that have met their retention:

  • Liaises with relevant Secretariat staff and paper recycling companies to facilitate disposal for physical records.
  • Prepares records for physical destruction.
  • Oversees the physical destruction of records that have met their retention.
  • Updates the RMU accession database.

Oversees the acquisition and management of archival boxes:

  • Responsible for the acquisition of archival boxes due to the decentralization of procurement at UNOG.
  • Responsible for the dissemination and stock management of archival boxes.

General:

  • Guides and supervises more junior General Services staff.
  • Oversees and undertakes tasks related to print, bookbindery and production of print communications materials for the Library, Archives and substantive departments of the Secretariat, including the preparation of gifts for VIP visitors to UNOG.
  • Provides administrative support for section and unit chiefs and undertakes other duties as assigned.
Competencies

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
High school diploma or equivalent.

Job - Specific Qualification
Training in archives and/or records management is desirable.

Work Experience
At least 7 years of experience in archives, electronic records management or related area is required.

At least 5 years of experience with archives management systems and electronic document and records management systems is required.

At least 3 years experience in the UN Common System or similar organization is desirable.

Languages
English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English or French and knowledge of the other is required. Knowledge of another official United Nations language is desirable.

Assessment

Special Notice

  • 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.
  • 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 costeffective and operationally sound solution to meet the needs of the service.
United Nations Considerations


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 subsid

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