Org. Setting and Reporting

This position is located in the Library & Archives of the United Nations Office at Geneva. The Archives Assistant reports to the Chief, Archives Management Unit (AMU).

Responsibilities

Under the supervision of the Chief, Archives Management Unit (AMU), the incumbent: 1. Contributes to the development/expansion of the UN Archives Geneva digital platform by performing archival description of records and archives, following the General International Standard Archival Description (ISAD(G)) and the International Standard Archival Authority Record for Corporate Bodies, Persons and Families (ISAAR(CPF)) standards: – analyzes content of documents to be described extracting information useful for historic research, – enters data into the archives management system according to the archival description standards, – makes archival descriptions and files available online. 2. Assists with the provision of archival reference services: – identifies informational needs of in-person and virtual researchers and provides advice on identifying archival records appropriate for their research projects, – responding to in-person and virtual researcher queries, including real-time chat, video conferences and other forms of virtual reference services, – assists with the creation of virtual tutorials to assist virtual researchers in learning archival literacy skills and to search archival resources, – trains in-person researchers on the use of archival access tools, procedures for accessing archival records, referencing requirements and copyright rules. 3. Assists with the management of archival reference services: – assists in registering in-person researchers with UNOG Safety and Security Section, – monitors the Archival Reading Room and enforces access rules for confidential records, – ensures the Archival Reading Room is in working order and a suitable environment to accommodate researchers and archival records, – retrieves and returns requested archival boxes and bound volumes to and from the Archives Stacks, while ensuring documents are returned in good order, – assists with the physical management of archives and maintains the Archives Stacks, ensuring a safe environment for archival records, – collaborates with other UN Library & Archives Geneva services (Records Management Unit, Cataloguing Unit, Library Services Section) to optimize space management of shared spaces. 4. Participates in archives related tasks as assigned, included, but not limited to: – assists with quality control of metadata in archival management system, – assistance with the preparation of documentation and archival records for archival exhibitions and VIP visits, – assists with providing guided tours of archival exhibitions and UN Museum Geneva, including registration of visitors and maintenance of statistics, – participating in Archives Management Unit and cross-unit/sectional working groups.

Competencies

Professionalism: Knowledge of electronic record-keeping and relevant information systems. Sound knowledge of information management archives management, record-keeping and record disposition. Knowledge of records and archives physical preservation standards. Ability to undertake research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. 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. 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. Accountability: Takes ownership of all responsibilities and honours commitments. Delivers outputs for which one has responsibility within prescribed time, cost and quality standards. Operates in compliance with organizational regulations and rules. Supports subordinates, provides oversight and takes responsibility for delegated assignments. Takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable. 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 or records management is desirable.

Work Experience

At least five (5) years of experience in archives, library, information management, records management or related area is required. The minimum years of progressively responsible experience is reduced to three (3) for candidates who possess a first-level university degree or higher. Out of those years, at least two (2) years of experience in an international organization is desirable. Experience with reference services for archival materials is desirable.

Languages

English and French are the working languages of the United Nations Secretariat. For the position(s) advertised, fluency in both English and French is required. Knowledge of another official United Nations language is desirable.

Assessment

Evaluation of qualified candidates may include an assessment exercise which will 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. 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.

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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process. By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised. This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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.