ARCHIVES ASSISTANT

Org. Setting and Reporting:
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:

1. Assists with records centre operations:
   1. Processing of accessions
   2. Updating accession and space management databases
   3. Space management and space allocation
   4. Responding to emergency disasters
   5. Monitoring environmental quality controls and assisting in problem resolution
2. Assists with records transfer and accessioning:
   1. Facilitating the physical transfer of scheduled records to RMU
   2. Ensuring accuracy of transfer documentation
   3. Providing assistance to transferring offices throughout the transfer process
3. Assists with reference operations:
   1. Assisting the RMU focal point with requests for access to transferred records
   2. Facilitating physical access according to approved mechanisms
4. General:
   1. Providing assistance to UNOG Museum in setting up and taking down archival exhibitions
   2. Providing administrative support for section and unit chiefs and undertaking other duties as assigned
5. Assists with records disposals that have met their retention:
   1. Liaising with relevant Secretariat staff and paper recycling companies to facilitate disposal for physical records
   2. Preparing records for physical destruction
   3. Overseeing the physical destruction of records that have met their retention
   4. Updating the RMU accession database
6. Assists with the acquisition and management of archival boxes:
   1. Dissemination and stock management of archival boxes

Competencies:
Professionalism: Knowledge of archival repository management. Ability to maintain records systematically and retrieve necessary records quickly and accurately. Shows pride in work and 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. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects 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 decisions, 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 of experience in archives, electronic records management, or related area is required. The minimum experience is reduced to one (1) for candidates who possess a first-level university degree or higher. At least two (2) years of experience with archives management systems, archives content management systems and/or electronic document and records management systems is required. Two (2) years of experience of the three years experience within the United Nations or any other international 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 is required and knowledge of the other is required. Knowledge of another official United Nations 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 subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. Applicants for positions in the General Service and related categories must be authorized to work for the United Nations in the duty station where the position is located. Eligible applicants selected from outside the duty station are responsible for any expenses in connection with their relocation to the duty station. Staff members subject to local recruitment are not eligible for allowances or benefits exclusively applicable to international recruitment. The United Nations is committed to creating a diverse and inclusive environment of mutual respect.

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.

No Fee:
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING).

Important Note: To complete your job application, these steps:

• Fill out the required information for the job on the Dawli platform.
• Upon completing your job application, you will be automatically redirected to the United Nations careers website.
• Register on the United Nations careers website and complete your job application.

Job ID 300000028129916