Archives Assistant

vor 2 Wochen

Genf, Genf, Schweiz United Nations Vollzeit

This position is located in the Records Management Unit of the Institutional Memory Section, with the UN Geneva Library & Archives, Geneva, Switzerland.

The incumbent will report to the Chief, Records Management Unit (RMU).

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:

Assists with records center operations:

  • Assists with operations of the records repositories.
  • Oversees space management and space allocation.
  • Responsible for updating of space management databases.
  • Responds to emergency disasters as directed and as required.
  • Monitors environmental quality controls, coordinates the resolution of problems and ensures digital storage of retrieved data.

Assists with records transfer and accessioning operations:

  • Facilitates the transfer of scheduled records.
  • Responsible for updating and maintaining of accessioning databases.
  • Provides assistance to transferring offices throughout the transfer process.
Acts as focal point for requests for access to records:

  • Acts as focal point for requests for access to transferred records.
  • Facilitates physical access only, according to approved mechanisms, to transferred records.
  • Responsible for updating and maintaining access requests and loans databases.

Assists with ad hoc digitization projects:

  • Prepares records for digitization.
  • Scans records.
  • Ensures digital records are appropriately stored.
Assists with records disposals that have met their retention:

  • Prepares records for physical destruction as directed.
  • Oversees the physical destruction of records that have met their retention.
  • Responsible for updating and maintaining accessioning databases.

General:

  • 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 UN Geneva.
  • 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.

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
High school diploma or equivalent is required.

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

Work Experience

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


At least four (4) years of experience with archives management systems, archives content management systems and/or electronic document and records management systems is desirable.

Experience in archival digitization is desirable.

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

Assessment

Special Notice

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 subsidiary organs.

The United Nations Secretariat is a non-smoking environment.

Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.

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.

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 FE

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