TERMS OF REFERENCE

Associate Archivist (Records Management)



Position Title: Associate Archivist (Records Management)

Organisation: UNHCR (administered by UNOPS)

Contract Type/Level: UNOPS International � Equivalent of P2 Level

Section/Unit: Records and Archives Section (Records Management)

Duty Station: Geneva, Switzerland

Duration: 01/01/2016- 31/12/2016

Closing Date: 23/11/2015





Background Information:


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 managing the follow-up and maintenance of e-SAFE in HQ, which is ensuring 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 is also

participating 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 Field in Copenhagen, and DIST.


Organizational context:


Records and Archives Section sits within the Division of External Relations (DER).


Duties and Responsibilities:


Under the supervision of the Senior Archivist, the incumbent should ensure that UNHCR has a records

management program for HQ 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 HQ task force will have access

to all relevant institutional memory.

The contractor responsabilitiy includes:

? Develop and update records and archives management guidance material such as guidelines,



instructions and procedures;

? Implementation of records and archives management guidance material;

? Conduct classroom training;

? Assist units and offices to organize, manage and share information and coordinate HQ requirements for



compliance in the Field;

? Analyze business needs, provide advice, define, implement and update file plans and unit profiles



including retention for the offices;

? Implement and sustain e-SAFE;

? Ensure correct access/permissions and governance;

? Supervise the maintenance of workspaces and access groups;

? Coordinate network of Focal Points in HQ and facilitate workshops;

? Participate in Field missions;

? Participate in the management of e-SAFE related projects with DIST and external parties.





Essential Minimum Qualifications and Professional Experience Required:

Education


Advanced 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


Work Experience


At least 4 years of experience in progressively responsible functions in relation to 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


Language


? Fluency in English (required).

? Fluency in French or another UN language (desirable).





Required Competencies:


? Judgement and Decision Making

? Analytical Thinking

? Technological Awareness

? Planning and Organizing

? Change Capability and Adaptability

? Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the

persons of concern to UNHCR (desirable).





Location:


The selected candidate will report to the Senior Archivist (Records Management).


Applications:


Interested applicants should submit their letter of motivation and Personal History Form (P11), including

testimonials/degrees/certificates to MANOUKIA@unhcr.org indicating �Associate Archivist (UNOPS)� in the





subject of the email.



P11 forms are available on www.unhcr.org/recruit/p11new.doc






Closing date for receipt of applications: Tuesday, 23 November 2015
Associate Archivist (Records Management)
11662
Copenhagen (HQ), Denmark
Copenhagen (HQ), Denmark
H
P2
Family
 

Eligibility Information
 
 
Operational Context
 
Current Situation
1
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
1
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
1
 
Security Considerations
1
The incumbent will go on mission to regions which require security clearance.
Additional Factors
1
 
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.
Position Competencies
C001L2 - Accountability Level 2
C002L2 - Teamwork & Collaboration Level 2
C003L2 - Communication Level 2
C004L2 - Commitment to Continuous Learning Level 2
C005L2 - Client & Result Orientation Level 2
C006L2 - Organizational Awareness Level 2
M002L2 - Managing Performance Level 2
M003L2 - Judgement and Decision Making Level 2
X001L2 - Analytical Thinking Level 2
X003L2 - Technological Awareness Level 2
X005L2 - Planning and Organizing Level 2
Closing Date
Please note that the closing date for all vacancies in Add.1 to the September 2015 Compendium is Tuesday 17 November 2015 (midnight Geneva time).
Chief of Section (Records&Archives)
11287
Geneva, Switzerland
DER RECORDS ARCHIVES SECTION
Geneva, Switzerland
H
P5
Family
 
Eligibility Information
Procedures and Eligibility
Before submitting an application, UNHCR staff members intending to apply to this Job Opening are requested to consult the IOM-FOM issued for this Compendium / Fast Track exercise, as well as the Revised Policy and Procedures on Assignments (UNHCR/HCP/2015/2 refers).
Operational Context
Current Situation
Records and Archives Section (RAS) is leading the global implementation of an e-records document and records management program. It also manages the historical archives of UNHCR which is used by internal and external researchers from all types of fields. RAS is also working in a digital preservation strategy. Part of the section will move to Copenhagen in 2015, and part will stay in Geneva. A part from the Records Management and Archives programs, RAS manages the printing services at HQ.

Leadership within UNHCR is provided for an accountable recordkeeping system as a foundation for governance of the organization

Duties are conducted within the general parameters established for the position by the Director and the incumbent is responsible for professional archival management of the function.
Desirable Attributes
- Advanced University Degree in archival management; or in history or related discipline with a concentration in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations.
- Minimum 10 years of previous professional job experience in the same functional area is essential.
- Familiarity with current trends in modern archives and records management, as well as a thorough knowledge of archives and records management methodologies.
- Sound knowledge of office automation and electronic records management.
- Familiarity with current trends in archival research.
- Training and experience in records management.
- English is essential and working knowledge of another UN language, preferably French.
- The successful presentations of a thesis or publications based upon archival research are highly desirable.
- Languages in addition to English and French are an asset.
Working and Living Conditions
The position is at headquarters in Geneva.
Security Considerations
Ocasionally is necessary to travel to countries with different levels of security
Additional Factors
The incumbent is supervising a unit of 12 staff, 4 of them professional archivist, and a number of consultants and contractors
This is an expert position.
Job Description
Duties and Qualifications
Chief of Section (Records&Archives)

ORGANIZATIONAL CONTEXT


Reporting directly to the Director of the Division of External Relations, the Chief of Section (Records and Archives) heads a team of 12 staff members: four professionals and eight general services. The Section consists of two units located in Geneva and Copenhagen. The incumbent is also the line manager of one general staff in the GSC Budapest.

In order to address the risks related to unmanaged analogical and digital records, and to be prepared to address the question of short-term, medium-term and long-term preservation and access issues, the Chief of Section leads the implementation of UNHCR Global Information and Records Management and Archives program. Duties are conducted within the general parameters established for the position by the Director and the incumbent is responsible for professional direction of the Section.

External and internal relationships and contacts can be listed as follows:

With Representatives, Line- and Field based Managers, Directors of Services and Bureaus, and Services involved in the different aspects of Information management, on the development, design and particularly on the implementation of related information and records management and archives programs and policies

With staff of own Section primarily on providing leadership and strategic direction and supervision of day-to-day functions and procedures, ensuring adherence to established policies, processes and procedures.

With external stakeholders, and researchers, on access to UNHCR Archives.

With counterparts in other UN agencies on the development or coordination, on improvements or amendments of relevant UN-wide HR policies as falling into the scope of this function's responsibility.

Representing UNHCR, if required, in applicable fora, academic institutions, conferences, etc.


FUNCTIONAL STATEMENT

Accountability
- UNHCR captures, selects, preserves, protects and make accessible, authentic and reliable records created, received or collected as a result of its global activities in all type of media and systems.
- UNHCR and its global workforce can access all relevant institutional memory to perform their duties; take informed decisions; external stakeholders can access documentary evidence of UNHCR present and past activities and decisions; and, persons of concern have their UNHCR records protected and accessible in accordance with their rights

Responsibility
- Manage the Records and Archives Section;
- Lead UNHCR global information and records management, and archives program of UNHCR;
- Establish UNHCR strategy regarding the management, preservation and access to UNHCR institutional memory;
- Oversee the design, implementation and management of UNHCR global records management and archives program;
- Coordinate the development, update and issuance of guidance materials, implementation strategies and training programs related to UNHCR information and records management and archives programs;
- Oversee the management of UNHCR Archives and the reference services provided to internal and external researchers;
- Oversee the Digital Preservation program for all UNHCR digital asset;
- Represent the Section, and the Division, on matters concerning the overall direction of UNHCR in terms of information and records management, and archives.

Authority
- Decide on the strategies, guidance materials and training programs for information and records management; and archives.
- Approve records disposition and destruction schedules, and authorize records destruction.
- Enforce global compliance with UNHCR�s policies, procedures and standards governing information and records management, and archives.
- Decide on the access of UNHCR records to internal and external users in accordance with the UNCHR Access Policy.
- Decide on the implementation of the most appropriate UNHCR information and records management, and archival standards.
- In collaboration with DIST, determine the ICT platforms that should support the information and records management, archives management and digital preservation of UNHCR digital assets.
- Represent the Section and the Division in meetings and fora related to the functions.

ESSENTIAL MINIMUM QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

- Advanced University Degree in archival management; or in history or related discipline with a concentration in archival management; or in history or related discipline with additional training as provided by universities and/or professional archival associations.
- Minimum of 15 years previous relevant professional job experience including at least 10 years in an international capacity.
- Familiarity with current trends in modern archives and information and records management, as well as a thorough knowledge of archives and records management methodologies.
- Excellent knowledge of English and working knowledge of another UN language, preferably French.

DESIRABLE QUALIFICATIONS & COMPETENCIES

- Languages in addition to English and French are an asset.
Position Competencies
C001L4 - Accountability Level 4
C002L4 - Teamwork & Collaboration Level 4
C003L4 - Communication Level 4
C004L4 - Commitment to Continuous Learning Level 4
C005L4 - Client & Result Orientation Level 4
C006L4 - Organizational Awareness Level 4
M001L4 - Empowering and Building Trust Level 4
M002L4 - Managing Performance Level 4
M006L4 - Managing Resources Level 4
M005L4 - Leadership Level 4
M003L4 - Judgement and Decision Making Level 4
M004L4 - Strategic Planning and Vision Level 4
X005L4 - Planning and Organizing Level 4
X003L4 - Technological Awareness Level 4
X008L4 - Stakeholder Management Level 4
Closing Date
Please note that the closing date for all applications is Thursday, 17 September 2015 (Midnight Geneva time).
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.