Archives Assistant (DBS)
JOB DETAIL
OVERVIEW
Post Number : DBS 172
Grade : G-4
Parent Sector : Bureau for Digital Business Solutions (DBS)
Duty Station: Paris
Job Family: General Administrative Support
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 20-MAR-2025
UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
Only candidates who are entitled to work in France can apply to this position
OVERVIEW OF THE FUNCTIONS OF THE POST
Long Description
The post is located within Digital Bureau Solutions (DBS), Archives, Library and Records Management Unit (ALR). Under the supervision of the Chief Archivist and the guidance of the Reference Archivist, the Archives Assistant is responsible for filing and retrieving records requested by internal and external users of the institutional archives. He/she facilitates access to the UNESCO Archives and replies to virtual as well as in-person queries from users. The post supports the Reference Archivist in delivering public-facing archival reference services, including receiving visitors to the UNESCO Archives Reading Room.
The incumbent will:
- Assist in providing access to the archives of the Organization, including replying to archival electronic and in-person information requests, and scheduling visits to the UNESCO Archives Reading Room for external researchers, UNESCO personnel, and Member States.
- File and retrieve records in all archival series.
- Receive visitors to the Archives Reading Room and help identify and search requested archival materials. Record statistics on Reading Room visitors and services provided to users. Participate when needed in assuring permanence in the Library Reading Room.
- Enter information on archival holdings in relevant archival description tools and assist with inventorying physical archives and location management.
Long Description
Long Description
COMPETENCIES (Core / Managerial)
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REQUIRED QUALIFICATIONS
Education
- Completed secondary, technical, and/or vocational education.
Work Experience
- A minimum of three (3) years of relevant work experience in archives, archive management or a related field.
Skills and competencies
- Strong organizational skills, ability to manage multiple tasks, prioritize work and meet deadlines.
- Attention to detail, especially when handling delicate materials or complex information systems.
- Ability to identify and resolve issues, whether a technical problem with a database or a user query.
- Ability to communicate effectively with users, colleagues, and other stakeholders.
- Proficiency in using office applications and archival software and databases (ICA-AtoM), as well as a basic understanding of information technology.
Physical Requirements
- Ability to lift and move heavy boxes and materials.
- Ability to handle delicate materials, such as archival documents, books, and manuscripts.
Languages
- Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Work Experience
- Experience in assisting in the development and implementation of valorization programs, such as exhibitions, publications, and digital initiatives.
Skills and competencies
- Ability to adapt to changing technologies and work environments.
- Willingness to stay updated on the latest trends and developments in the field of archival reference and access.
- Interest in UNESCO history.
Languages
- Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and/or Spanish).
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is 39 422 Euros €.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
SELECTION AND RECRUITMENT PROCESS
Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.
The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview.
UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.
Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.
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UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.
UNESCO does not charge a fee at any stage of the recruitment process.
