Job Title Temporary Senior Records Management Assistant
Organization Name OSCE Secretariat
Location Vienna
Grade G6
Closing Date of application 21-06-2016
No. of Posts 1
Background
Please note that this is a temporary position until 31 December 2016 with possibility of an extension.
The Records Management Unit (RMU) currently comprises four staff members who are responsible for registering official correspondence, overseeing the systematic transfer and destruction of records, handling reference requests, and developing record-keeping tools and resources. RMU also provides advisory services on record-keeping to all OSCE executive structures and actively promotes best practices in records management.
Required competencies
Core values
  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization�s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work


Core competencies
  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances


Managerial competencies (for positions with managerial responsibilities)
  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities
Tasks and Responsibilities
Under the direct supervision of the Chief, Records Management, the Temporary Senior Records Management Assistant will perform a variety of duties including project-related work as well as administrative tasks. The Temporary Senior Records Management Assistant�s tasks include:

  • Identifying and documenting requirements for records-related projects;
  • Communicating requirements to ICT team;
  • Developing and documenting procedures, user guides, and other reference material;
  • Defining criteria for user acceptance testing, providing feedback and identifying issues;
  • Developing and delivering training to users;
  • Appraising backlog files and integrating them into the Secretariat�s records holdings;
  • Conducting records-related exit procedures for staff members leaving the organization;
  • Assisting with notes verbales administration; 
  • Researching a range of information management topics and providing recommendations;
  • Performing other related duties as assigned.
Necessary Qualifications
  • Completed secondary education;
  • A minimum of six years of experience in information management, specifically records management, archival science or library science;
  • Strong knowledge in records management standards and best practices;
  • Experience working on implementation projects relating to records management systems would be an asset;
  • Professional fluency in English; knowledge of other OSCE languages would be an asset;
  • Computer literate with practical experience using Microsoft applications;
  • Experience of working in a multilateral/multicultural environment;
  • Analytical; detail-oriented; client-oriented;
  • Ability to work under time pressure and with tight deadlines;
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
  • Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.
Remuneration Package
Monthly remuneration is EUR 4,245 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme.

Appointment will be made at step 1 of the applicable OSCE salary scale.
How To Apply
If you wish to apply for this position, please use the OSCE's online application link found under http://www.osce.org/employment.

The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.

Only shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that the OSCE does not request payment at any stage of the application and review process.




Senior Archives Assistant


Project Title:


Inventory and assessment of UNHCR Archives of the Balkans Crisis, 1991-

1995


Organisation:


UNHCR

Job Title


: Senior Archives Assistant

Duty Station


: Geneva

Duration


: 21 September 2015 to 18 December 2015

Contract Type:


Temporary Contractor

Closing date: 24 August 2015

Background Information:



UNHCR has 1 km of paper files in the archives which were received from the Field Offices in Croatia,

Serbia and Bosnia and the HQ Special Operation for the Former Yugoslavia desk following the

Balkans wars of 1991 to 1995. The collection is globally and historically unique in its scope and

content � UNHCR was the lead agency of the United Nations throughout the crisis, coordinating much

of the humanitarian response that was so badly needed during this time. Until now, this archives

collection has been viewed by few eyes. In September 2015 UNHCR Archives will start a project

aiming to declassify this information for public view, whilst securing the integrity of the records for longterm

preservation.

Records and Archives Section is seeking to engage two contractors at G5 level with training and

experience in archival description projects to participate in inventory of the files and the assessment of

the collection�s condition.


Organizational context:



Established in 1996, UNHCR Archives includes material that predates the creation of the organization

in 1951, documenting more than half a century of field operations around the world, as well as material

from our headquarters.

The Senior Archives Assistant will be working in a team under the supervision of the reference

archivist.


Duties and Responsibilities:

Accountability


(key results that will be achieved)

UNHCR collection of files of the Balkans wars (1991-1995) is inventoried and assessed according to

archival standards.


Responsibility



Under the supervision of the Reference Archivist the contractor will participate in the inventory and

assessment of the physical condition of the collection of files related to the Balkans Crisis in UNHCR

Archives.

Essential Minimum Qualifications and Professional Experience Required:



The project requires contractors who have specific expert skills and fulfil specific criteria, namely:


?

The incumbent has finalized or be enrolled in an Archives and Records Management training

program, or equivalent.


?

The incumbent has participated in archival description projects

Language



?

Fluency in English (required).

Essential Competencies:



?

Available on the dates specified in the offer

?

Understands and have practical experience in archival description project

Required and Desirable Competencies:

General



?

Works well in a team and has a strong work ethic: strives to deliver high-quality, error-free

deliverables and communicates well in a multicultural environment.


?

Attention to detail

?

Analytical thinking

Location:



The contractor will work in the UNHCR Records and Archives Section in UNHCR HQ in Geneva,

under the direct supervision of the Reference Archivist.


To Apply:



Int

erested applicants should submit their letter of motivation and Personal History Form (P11), to

Archives@unhcr.org


.

P11 forms are available on

www.unhcr.org/recruit/p11new.doc

The deadline for applications is 24 August 2015




UNHCR Records & Archives Section is seeking to engage a Temporary Assistance at G-5 level, Senior Archives Assistant.
 
The duration of the TA is from 15 September until 31 December 2015.
 
Please find attached the Terms of Reference for this TA.
 
Interested candidates are requested to send a letter of interest and the completed P11 Form to Archives@unhcr.org until 24 August 2015.
 
Terms of Reference TA Senior Archives Assistant G5
Records and Archives Section, Division of External Affairs



UNHCR has 1 km of paper files in the archives which were received from the Field Offices in Croatia, Serbia and Bosnia and the HQ Special Operation for the Former Yugoslavia desk following the Balkans wars of 1991 to 1995.

The collection is globally and historically unique in its scope and content � UNHCR was the lead agency of the United Nations throughout the crisis, coordinating much of the humanitarian response that was so badly needed during this time. Some of the records are displaying physical degradation, and require conservation treatment so that they remain legible in future.

Until now, this archives collection has been viewed by few eyes. In September 2015 UNHCR Archives will start a project aiming to declassify this information for public view, whilst securing the integrity of the records for long-term preservation.

Records and Archives Section is seeking to engage a TA G5 level to participate in the first phase. The TA will start on the 15 September until the 31 December 2015. The location is UNHCR Headquarters in Geneva, Switzerland.

The position will be under the supervision of the position 10008144 Archivist (Reference)



Duties

- Under the supervision of the Reference Archivist the incumbent will participated in the inventory and assessment of the physical condition of the collection of files related to the Balkans Crisis in UNHCR Archives.



Skills, Experience and Qualifications

- The incumbent should have secondary education and have finalized or be enrolled in an Archives and Records Management, or equivalent, training program

- The incumbent should have participated in archival description projects

- Fluency in English is required.