Digital Archives Assistant
JOB DETAIL
OVERVIEW
Post Number : DBS 122
Grade : G-5
Parent Sector : Bureau for Digital Business Solutions (DBS)
Duty Station: Paris
Job Family: Documentation and Library
Type of contract : Fixed Term
Duration of contract : 2 years, renewable
Recruitment open to : Internal and external candidates
Application Deadline (Midnight Paris Time) : 26-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
Under the overall authority of the Chief Information and Technology Officer and the direct supervision of the Head of Unit (Chief Archivist), the Digital Archives Assistant provides key support for electronic records and archives management within the Secretariat, both at Headquarters and in Field Offices, Institutes, and Centres.
The Digital Archives Assistant works as part of a team responsible for developing and implementing UNESCO’s e-records and archives management systems to efficiently capture digital assets. He/she is therefore required to perform tasks aligned with the overall objective of ensuring good record-keeping practices and conditions within the Organization. These responsibilities require the incumbent to have solid experience in, and a strong understanding of, the Organization as a whole, particularly in records management and archives.
Long Description
He/she implements policies, procedures, and guidelines concerning the life cycle of electronic records, including their creation, appraisal, organization, preservation or disposal, and access to all current, active, and inactive electronic records and archives.
The incumbent is responsible for managing a sustainable infrastructure for collecting, processing, and preserving digital materials across the Organization and making them accessible to staff and researchers. This includes deploying that infrastructure to ensure that historically significant digital institutional records are permanently preserved and accessible.
The key responsibilities of the role are as follows:
- Implement and monitor UNESCO’s electronic records and archives management systems and procedures to effectively capture, preserve, and make available all Secrétariat electronic records, including electronic documents, web content, and emails. Support the development of these systems and procedures.
- Provide records management guidance and training to personnel across all units of the Secrétariat, both at Headquarters and in the Field, with a focus on electronic record procedures and practices.
- Manage the UNESCO Web Archive by monitoring the capture process, enforcing collection management rules, coordinating internal communication regarding the web archiving strategy, implementing quality assurance processes, and collaborating closely with vendor project management and technical support. Manage the UNESCO Emails Archive by defining capture processes, collection management rules, access policies, and retention periods.
- Survey the current digital landscape within the Secrétariat, including digitized collections, born-digital files on current and legacy media, and other born-digital materials. Contribute to the development and documentation of workflows and procedures for accessioning, processing, describing, preserving, and providing access to digital records and digital assets in archival collections.
- Support records management and archive-related activities, including paper records transfers, liaising with external partners and vendors, and assisting the Chief Archivist in organizing UNESCO history-related activities such as communication, international conferences, meetings, and publications.
- Additional activities that may be required to ensure the success of the work team.
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 five (5) years of relevant professional experience in records management and archives, particularly in electronic records.
- Experience in developing and implementing electronic records and archives management systems.
- Experience managing digital materials and physical records, including born-digital and digitized collections.
Skills and competencies
- Strong understanding of archival principles and records management.
- Knowledge of web archiving and email archiving processes.
- Ability to manage multiple tasks, prioritize work, and meet deadlines.
- A keen eye for accuracy and precision, especially when verifying documents prior to publication.
- Ability to identify and resolve issues, particularly of technical nature with a file or a process.
- Good communication and interpersonal skills to effectively interact with colleagues and stakeholders.
- Proficiency in workflow development and documentation for digital records, proficiency in electronic records management systems.
Languages
- Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Work Experience
- Experience with web archiving tools and solutions.
- Experience working in UNESCO, a UN agency or an international organization.
- Experience providing training and guidance on records management policies.
- Experience in the communication and valorization of archives.
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.
Languages
- Knowledge of an additional UN language (Spanish, Arabic, Chinese, or Russian).
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 43 734 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.
