Archives and Records

Vor 4 Tagen

Genf GE, Schweiz International Organization for Migration Vollzeit

**Call for Applications**

Position Title**: Archives and Records (A&R) Assistant (3 Positions)**
Duty Station **:Geneva, Switzerland**

Classification**: General Service Staff, Grade UG**
Type of Appointment**: Special short-term ungraded, eight months with possibility of**

**extension**
Estimated Start Date**: As soon as possible**

Closing Date**: 15 December 2024**
- Established in 1951, IOM is a Related Organization of the United Nations, and as the leading_
- UN agency in the field of migration, works closely with governmental, intergovernmental and_
- non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the_
- benefit of all. It does so by providing services and advice to governments and migrants._

short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on
Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the
Organization, unless otherwise specified in their contract. Staff members holding a regular,
fixed-term or short-term graded contract will not retain their contract type if appointed to an
ungraded position.

**_ Context:_**

The relocation of IOM Headquarters by the end of 2025 requires a full inventory of paper-based
archives and records to determine what needs to be moved. This is also an opportunity to
improve how institutional files are stored and accessed.

Under the overall supervision of the Chair of the Archives & Records Working Group (currently
the HQ Building Project Director), and the direct supervision of the A&R Specialist, the A&R
Assistant will support HQ Departments with the implementation of the Archives and Records
Appraisal and Relocation and will be responsible for the tasks listed below.

**_ Core Functions / Responsibilities:_**

1. Assists with records centre operations.
- Assists with the processing of accessions
- Assists with updating accession and space management databases
- Assists with space management and space allocation
- Assists with monitoring of environmental quality controls and assists in the resolution of

problems
2. Assists with records transfer and accessioning.
- Assists in facilitating the physical transfer of scheduled records to the Records Centre
- Ensures accuracy of transfer documentation and accuracy of records to be transferred
- Provides assistance to transferring offices throughout the transfer process

3. Assists with reference operations and requests for access according to approved
mechanisms.

4. Assists with records disposal that have met their retention.
- Assists in liaising with HQ common services to facilitate disposal of physical records
- Assists with preparing records for physical destruction
- Assists with overseeing the physical destruction of records that have met their retention
- Assists with updating the Records Centre database

5. Assists with the acquisition, management and dissemination of supplies.

6. Assists with the training of A&R focal points in the preparation, labelling and inventory of
archives and records.

7. Provides administrative support for section and unit chiefs and undertakes other duties as
assigned.

**_ Required Qualifications and Experience:_**

**Education**
- High school diploma with two years of related work experience, or an equivalent combination

of experience and education.
** Experience**
- Previous experience working in a UN Agency or international organization in archives and

document management, including managing records lifecycle in both paper and electronic
format, is an advantage;
- Previous experience with a records inventory and digitization project is an advantage; and,
- Previous experience implementing archives/records management policies and document

retention schedules is an advantage.
** Skills**
- Knowledge of archival principles, techniques and procedures;
- Ability to sort and maintain records in a systematic fashion and to retrieve necessary records

with maximum speed and accuracy;
- Ability to implement a document retention schedule and archives/records management

policies.
- Excellent computer literacy skills;
- Ability to work independently and as part of a team, and effectively and harmoniously with

colleagues from varied cultures and professional backgrounds;
- Ability to work in dusty areas;
- Ability to lift boxes up to 15-20kgs;
- Personal commitment, efficiency, flexibility, and drive for results; and,
- Demonstrated gender awareness and gender sensitivity.

**Languages**

IOM’s official languages are English, French, and Spanish. All staff members are required to be
fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of another
official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process,
which may include written and/or oral assessments.

**Notes**

1 Ac

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