UNHCR Records and Archives Section is undertaking a programme to roll out records management globally. The current staff in Records and Archives Section has the capacity to sustain HQ and the Europe Region and the global roll-out needs more resources. Under the supervision of a P4 Senior Archivist the Global Records Management and e-SAFE Support Unit is created in Copenhagen, being responsible for the global roll-out. HQ support will be managed from Geneva.
Desirable Attributes
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The incumbent is expected to have experience in implementation of electronic records management systems in an international environment and project management. The incumbent also needs sound operational knowledge and experience of office automation. Ability to deal with multiple tasks in a courteous and service oriented manner in demanding working conditions that often have short deadlines is also important. The incumbent should be a good communicator with strong interpersonal and negotiation skills. Fluency in English is a requirement and working knowledge of a second UN language is desirable.
Working and Living Conditions
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Security Considerations
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The incumbent will go on mission to regions which require security clearance.
Additional Factors
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Job Description
Duties and Qualifications
Associate Archivist (Records Management)
ORGANIZATIONAL CONTEXT The Archives of UNHCR exist to make the experience of UNHCR, as embodied in its records and related materials, available to guide and assist the Organization in planning and conducting its activities, and to provide information to meet the research needs of the persons of interest to UNHCR, of the scholarly community, and of the general public.
In order to address the risks related to unmanaged digital records and to be prepared to address the question of medium-term and long-term preservation of relevant digital assets, Records and Archives Section (RAS) leads the implementation of a Global Records Management program based on the e-SAFE platform, the UNHCR document and electronic records management system.
The incumbent is to manage the implementation of a global records management system, which ensures that the organization's records are managed through their life cycle in accordance with international standards and regulations as a foundation for the governance and accountability of the organization. The incumbent also participates in the management of e-SAFE related projects.
Duties are conducted within the general direction of the Senior Archivist (Records Management). The incumbent works in close coordination with the Associate Archivist HQ in Geneva and DIST.
FUNCTIONAL STATEMENT Accountability UNHCR operation in the Field has a global records management program in place that captures, protects and provides access to authorised staff and stakeholders to authentic records, and ensures that in the future UNHCR and its global task force will have access to all relevant institutional memory.
Responsibility - Develop and update records and archives management guidance material such as guidelines, instructions and procedures. - Ensure implementation of records and archives management guidance material. - Develop and update blended training courses for records and archives management for different target groups and coordinate with Global Learning Centre and external partners. - Facilitate training sessions. - Manage the global records management programme and e-SAFE roll-out. - Assist units and offices to organize, manage and share information. - Analyse business needs, provide advice, define and update file plans and unit profiles. - Sustain e-SAFE and ensure correct access/permissions and governance. - Coordinate the maintenance of workspaces and groups. - Coordinate network of Field Super Focal Points and Focal Points in the regions and facilitate workshops. - Prepare and participate in Field missions. - Coordinate and monitor digitization projects. - Liaise with and coordinate actions with DIST and ICT responsible in regions and offices. - Participate in the management of e-SAFE related projects with DIST and external parties.
Authority - Implement procedures and guidelines for records management in HQ. - Implement recordkeeping systems for offices in HQ. - Decide on the content and methodology of learning programmes related to records management for HQ. - Act as functional administrator of UNHCR Enterprise Document and Records Management System e-SAFE. - Develop and implement records disposition and destruction schedules. - Authorize records destruction.
ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED - University degree in records and archival management; or in history or related discipline with concentration in records and archival management; or in information management, history or related disciplines with additional training as provided by universities and/or professional archival associations. - At least 4 years of experience in progressively responsible functions in relation to archives and records management in a large organisation that deals with both sensitive and non-sensitive materials. Of the 4 years, minimum 2 years of experience should be in an international environment in the same functional area directly relevant to the current position. - Experience with Enterprise Content Management systems with Records Management capacity. - Sound operational knowledge and experience of office automation and electronic records management. - Excellent knowledge of English and working knowledge of another UN language.
DESIRABLE QUALIFICATIONS & COMPETENCIES - Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the persons of concern to UNHCR - Proficiency in other UN languages, preferably French.
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