About Us

The Organisation for the Prohibition of Chemical Weapons is the implementing body for the Chemical Weapons Convention, which entered into force on 29 April 1997. The OPCW, with its 193 Member States, oversees the global endeavor to permanently and verifiably eliminate chemical weapons.

The ultimate aim of the OPCW is to achieve our vision of a world free of chemical weapons in which chemistry is used for peace, progress, and prosperity, and to contribute to international security and stability, general and complete disarmament, and global economic development. Under the OPCW’s oversight 96% of the chemical weapons stockpiles declared by possessor States have been verifably destroyed.

The OPCW was awarded the Nobel Peace Prize in 2013 for its extensive efforts to eliminate chemical weapons.

Our mission for a world free of chemical weapons makes people’s lives better. Apply to be a part of our team to make the world a better place for all.

General Information

• Contract Type
  Fixed-term General Service
• Grade
  GS4
• Estimated monthly remuneration: Euro
  3.736
• Closing Date
  05/06/2024

Responsibilities

Job Summary

The Archivist Assistant manages the physical and digital archives of the official-series documents, manages the archives (Connected Views) of recordings of policy-making organ sessions, manage the archives (SharePoint site)of OPCW publications, managing the database of access permissions to OPCW’s External Server for external stakeholders and administering the distribution of national statements via the external server.

Your prime responsibility is to maintain and manage physical and digital archives including the PMO and DRU intranet (OrgNet SharePoint sites).

Main Responsibilities

a) Maintains the physical and digital archives of the Secretariat of the Policy-Making Organs (non-confidential), which includes the following:

• Custodian and archivist for all official-series documents (master hard copies and PDF files) corresponding to the principal and subsidiary organs of the Organisation;
• Custodian of historical documents, i.e., pre-OPCW;
• Custodian and archivist of official recordings of meetings, downloaded from digital recording system, ensuring physical holdings are registered and stored for safe retention;
• Custodian and archivist of OPCW publications (physical copies and PDF files), produced internally or externally, ensuring holdings are registered and stored for safe retention;
• Conducts regular audits of the PMO archives;
• Monitors the loan and return of documents, audio/visual recordings, and publications from the archive;
• Responds to requests (internal/external) regarding archive holdings (official-series documents, recordings, and publications);
• Tracks stock of publications (i.e., CWC, Rules of Procedure) requested in support of meetings/training; and
• Defines requirements for modifications and enhancements to the PMO physical archive;

b) Supports the regular sessions and meetings of the policy-making organs:

• Liaises with Conference Services Unit (Documentation Counter staff) and Reprographic and Graphic Design Assistant to ensure required, and sufficient, copies of documents and publications are available for meetings of the policy-making organs;
• Distributes national statements submitted by Member States pertaining to a session of a policy-making organ via Catalyst/PMO; Maintains the lists of official-series documents and circulates, as updated, via Catalyst/PMO;
• Distributes the Weekly List of Documents via Catalyst/PMO;
• Administers the annual renewal of access to Catalyst/PMO from Permanent Representations and responds to queries; and
• Provides statistics regarding distribution of national statements and Catalyst/PMO access.

c) Maintains the PMO and DRU OrgNet sites

• Distributes the Weekly List of Documents via OPCW’s intranet (OrgNet);
• Updates content with regard to revisions in procedures;
• Performs other duties as required.

Qualifications and Experience

Education

Qualifications:

Essential:

• High school diploma or equivalent diploma of secondary education.

Desirable:

• Additional education/training in archival or historical fields would be an asset.

Knowledge and Experience

Essential:

• Minimum three years of related experience in the area of archives;
• Minimum three years experience in an administrative function.

Desirable:

• Work experience in an international organisation would be an asset.

Skills and Competencies

Skills and Abilities (key competencies):

• Ability to plan and organise; problem-solving skills;
• Ability to handle a large volume of work in an efficient and timely manner;
• Computer literacy (especially MS SharePoint and other office applications);
• Some physical effort such as lifting of heavy or bulky objects (10kgs), assembling and adjusting shelves in the archive or climbing step ladder etc. is required;
• Good interpersonal skills; ability to work harmoniously in a multi-cultural environment;
• Discretion, tact, accuracy, and an eye for detail is required.

Languages

Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.

Additional Information

Staff members in the General Services category are normally recruited and paid on a local basis.

This fixed-term appointment is for the duration of two years, with a six-month probationary period, and is subject to the OPCW Staff Regulations and Interim Staff Rules.

The mandatory age of separation at the OPCW is 65 years.

The Director-General retains the discretion to not make any appointment to this vacancy, to make an appointment at a lower grade, or to make an appointment with a modified job description. Several vacancies may be filled.

Only fully completed applications submitted before the closing date and through OPCW CandidateSpace will be considered. Only applicants under serious consideration for a post will be contacted.

Fixed-term staff members participate in the OPCW Provident Fund. A monthly staff contribution is met with a doubled amount by the OPCW under the provisions for social security. As the OPCW is exploring membership of the United Nations Joint Staff Pension Fund (UNJSPF), staff participation in the Provident Fund may be replaced by participation in the UNJSPF effective 1 January 2025.

Applications from qualified female candidates are strongly encouraged.

General Terms and Conditions

Important notice for applicants who are currently insured under the Dutch Social Security system

Although headquartered in the Netherlands, the OPCW is not a regular Dutch employer but a public international organisation with its own special status. Please be advised that if you are currently insured under the Dutch Social Security system, you will be excluded from this system as a staff member of the OPCW. You will consequently be insured under the organisation’s system. The above also applies to your dependents unless they are employed by a regular Dutch employer, they are self-employed in the Netherlands, or are receiving Dutch social security payments.

Please refer to the website of the Ministry of Social Affairs and Employment for more information about the possible consequences for you and your dependents, such as exclusion from ‘AWBZ’ and ‘Zorgverzekeringswet’ coverage: ‘Werken bij een internationale organisatie’.