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.
Temporary Vacancy Notice N� t22/2015
Library/archive assistant (Grade B2, B3 or B4)
Directorate General of Administration
Technology & Info
Information Management Division
Library/archive assistant (Grade B2, B3 or B4)
Directorate General of Administration
Technology & Info
Information Management Division
Closing date: 21 July 2015
Location : Strasbourg
Job mission
Participate in the migration of historical document content from the legacy repositories of the Council of Europe to the organisation-wide Electroncic Records Management System (RMS).
This will include the following activities:
� Mapping of metadata elements
� Mapping of metadata values
� Cleaning of metadata values
� Update of controlled vocabularies (English/French)
� Preparation of migration batches
� Clarification of issues with document creators
� Re-indexing of content
� Evaluation of migration, adjustments
� Quality assurance.
Please note that the incumbent may be required to perform other duties not listed here.
This will include the following activities:
� Mapping of metadata elements
� Mapping of metadata values
� Cleaning of metadata values
� Update of controlled vocabularies (English/French)
� Preparation of migration batches
� Clarification of issues with document creators
� Re-indexing of content
� Evaluation of migration, adjustments
� Quality assurance.
Please note that the incumbent may be required to perform other duties not listed here.
Eligibility Requirements
- Nationality of a Council of Europe member state;
- Aged under 65 at end of contract;
- Professional degree or certification in the area of information management;
- Experience with a library or document management system (e.g. Symphony/SirsiDynix);
- Cataloguing skills and knowledge of standards (AACR2, MARC21, Dublin Core);
- Experience with handling large amount of data;
- Aged under 65 at end of contract;
- Professional degree or certification in the area of information management;
- Experience with a library or document management system (e.g. Symphony/SirsiDynix);
- Cataloguing skills and knowledge of standards (AACR2, MARC21, Dublin Core);
- Experience with handling large amount of data;
Competencies
- Language Requirements Very good knowledge of one of the official languages (English or French) and a good knowledge of the other.
Additional information
The grade will be between B2 and B4 depending on qualifications and experience of the candidate. The desidered deadline for submission of candidatures is 21 July 2015. The length of contract could be from 01/08/2015 to 31/12/2015 (to be confirmed).
Useful Information
The Organisation
The Council of Europe is a political organisation founded in 1949 in order to promote greater unity between its members. It now numbers 47 member States. The Organisation�s main aims are to promote democracy, human rights and the rule of law, and to develop common responses to political, social, cultural and legal challenges in its member States. Since 1989 it has integrated most of the countries of Central and Eastern Europe and supported them in their efforts to implement and consolidate their reforms.
The Council of Europe has its permanent headquarters in Strasbourg (France). By Statute, it has two constituent organs: the Committee of Ministers, composed of the member States� Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member States. The European Court of Human Rights is the judicial body competent to adjudicate complaints brought against a state by individuals, associations or other contracting States on grounds of violation of the European Convention on Human Rights.
Applications
Applications must be made in English or French using the Council of Europe on-line application system. By connecting to our website http://www.coe-recruitment.com you can create and submit your on-line application. Applications must be submitted at the latest 21 July 2015 (Centtral European time) at the latest.
Additional Information
Your application will be examined with regard to the requirements of this vacancy and will remain active in our system for a period of 3 months.
If you wish your application to remain active longer so that it could be considered for any forthcoming temporary vacancy that may occur for your profile, you should log on to your account every three months.. Please ensure that you maintain the information in your application form up to date via your online account. You may also withdraw your application at any time by following the online instructions.
In accordance with the Staff Regulations of the Council of Europe, the compulsory retirement age is 65. We cannot therefore accept applications from persons over this age.
The total length of employment under temporary contracts will not exceed nine months in any calendar year.
Details on conditions of employment for temporary staff including salaries, allowances, pension contributions and social insurance can be consulted on our temporary recruitment website.
The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.
During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.
The Council of Europe is a political organisation founded in 1949 in order to promote greater unity between its members. It now numbers 47 member States. The Organisation�s main aims are to promote democracy, human rights and the rule of law, and to develop common responses to political, social, cultural and legal challenges in its member States. Since 1989 it has integrated most of the countries of Central and Eastern Europe and supported them in their efforts to implement and consolidate their reforms.
The Council of Europe has its permanent headquarters in Strasbourg (France). By Statute, it has two constituent organs: the Committee of Ministers, composed of the member States� Ministers for Foreign Affairs, and the Parliamentary Assembly, comprising delegations from the national parliaments. The Congress of Local and Regional Authorities of Europe represents the entities of local and regional self-government within the member States. The European Court of Human Rights is the judicial body competent to adjudicate complaints brought against a state by individuals, associations or other contracting States on grounds of violation of the European Convention on Human Rights.
Applications
Applications must be made in English or French using the Council of Europe on-line application system. By connecting to our website http://www.coe-recruitment.com you can create and submit your on-line application. Applications must be submitted at the latest 21 July 2015 (Centtral European time) at the latest.
Additional Information
Your application will be examined with regard to the requirements of this vacancy and will remain active in our system for a period of 3 months.
If you wish your application to remain active longer so that it could be considered for any forthcoming temporary vacancy that may occur for your profile, you should log on to your account every three months.. Please ensure that you maintain the information in your application form up to date via your online account. You may also withdraw your application at any time by following the online instructions.
In accordance with the Staff Regulations of the Council of Europe, the compulsory retirement age is 65. We cannot therefore accept applications from persons over this age.
The total length of employment under temporary contracts will not exceed nine months in any calendar year.
Details on conditions of employment for temporary staff including salaries, allowances, pension contributions and social insurance can be consulted on our temporary recruitment website.
The Council of Europe welcomes applications from all suitably qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, colour, religion, belief or sexual orientation.
During the different stages of the recruitment procedure, specific measures may be taken to ensure equal opportunities for candidates with disabilities.
Staff Assistant (Archives/Records) / Archives/Records Assistant (
Job Number:
1500443)
Description
This is a one year contractual position.
Job Summary
Under the general supervision of an Archives/Records Officer, Senior Archives/Records Officer, or Section Chief provides services and performs daily operations using a variety of resources and systems. Work is technical in nature using established archives and/or records management precedents and procedures as guidelines. The Archives/Records Assistant serves as a central point of contact for requests in a particular area of responsibility and is accountable for meeting end users needs. These positions allow some discretion in carrying out assigned duties and interacting with internal and external clients to effectively accomplish the work.
Main Duties and Responsibilities
Establishes a liaison relationship with service users in business units (including directors), maintaining regular contacts regarding records management issues and solutions. Ensures the timely provision of services to Fund staff and external clients, and tracks and reports on the status of services and requests for services including reports and statistics on user transactions and services. Provides ongoing support and complex troubleshooting for users of specialized services and automated systems.
Responsible for specific archives and records management activities, such as the physical maintenance of Fund archives and records in the repository and off-site storage centers; manages a Vital Records database and oversees collection and distribution of Vital Records to offsite storage; manages automated systems on a daily basis, including security and access rights, and provides training to Fund users; manages the transfer of semi-active records; oversees daily operations in relation to the storage of, and access to, semi-active records; and ensures the accuracy and completeness of information about transfers.
Supports Senior Archives/Records Officers and Archives/Records Officers in improving records management in departments and divisions by advising departmental staff and records users and by implementing agreed systems and procedures. Assists officers in accessioning, transferring, describing and providing access to archival records, including the declassification of sensitive information in the archives. Implements routine procedures for the capture and long-term preservation of records in all formats.
Assists in gathering requirements and defining specifications for new system functionality, and in system modification and testing. Assists in the selection of new equipment. Supports the implementation of file plans and retention schedules.
Qualifications
The completion of a high school education, supplemented by a minimum of four years of relevant experience, is required. Alternatively, completion of a university degree in a related field of study, or equivalent, is required.
- Excellent English communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with clients at all levels
- Experience with archives management and databases is preferred
- Familiarity with international standards for Archives Management is highly desirable
You must physically reside in the local Washington metro area to be eligible for this position.
The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.
