Archives Officer (2 Positions) - Enterprise Content Management Project, TA, P2, New York
Job Number: 499225 | Vacancy Link
Location: Information Tech Solutions & Services
Work Type : Temporary Appointment
The fundamental mission of UNICEF is to promote the rights of every child, everywhere, in everything the organization does � in programs, in advocacy and in operations. The equity strategy, emphasizing the most disadvantaged and excluded children and families, translates this commitment to children's rights into action. For UNICEF, equity means that all children have an opportunity to survive, develop and reach their full potential, without discrimination, bias or favoritism. To the degree that any child has an unequal chance in life � in its social, political, economic, civic and cultural dimensions � her or his rights are violated. There is growing evidence that investing in the health, education and protection of a society's most disadvantaged citizens � addressing inequity � not only will give all children the opportunity to fulfill their potential but also will lead to sustained growth and stability of countries. This is why the focus on equity is so vital. It accelerates progress towards realizing the human rights of all children, which is the universal mandate of UNICEF, as outlined by the Convention on the Rights of the Child, while also supporting the equitable development of nations.
Job organizational context
The Archives Officer directly reports to the Senior Project Manager, ECM.
Purpose for the job
Under the direction of the Senior Project Manager, the Archives Officer will:
- Appraise records to evaluate whether they meet the criteria for inclusion in the
- Archives;
- Arrange and describe archival records accordingly to ISAD(G)
- Contribute to the development of archival policies, .e. access, accessioning, appraisal
- Create finding aids
- Participate in the development of a Trusted Digital Repository
- Support Senior Project Manager in implementation of the ECM project.
- Performs other duties as required.
Key functions, accountabilities and related duties/tasks
Operational functions:
* Operationalizes and implements archival guidelines, as defined by the ECM project that support teams regarding the identification, appraisal, arrangement and description, and preservation and conservation of archival records.
* Responds to research requests in accordance with internally defined guidelines.
Efficiency management and reporting
* Using a data driven focus develops a process improvement process that leads to a positive and measurable impact on space management where there are housing costs, including electronic storage.
Communication:
* Communicates regularly with Senior Project Manager - ECM to ascertain the status of activities to ensure information is managed accurately and appropriately.
* Provides necessary support and insights on archival management and processing.
Partnership, coordination and collaboration
* As required, under direction of the Senior Project Manager - ECM, collaborates with other agencies, local authorities and implementing partners on archives related matters including information exchange and harmonization.
Impact of Results
1. Governance: upholds and maintains UNICEF's archival records principle. Allows employees and other important stakeholders to perform their duties as effectively as possible. Safekeeping of UNICEF's digital and physical archival records.
2. Analysis: appraises records to determine archival value. Focuses on digitization to reduce storage costs.
3. Efficiencies: Enable users to seamlessly access UNICEF"s archival records by ensuring confidential materials are identified and protected, and making available information accessible to all staff.
4. Compliance: Ensuring that UNICEF's archival records procedures and guidelines are followed.
5. Knowledge management: The most relevant and latest industry expertise is maintained, expanded, and disseminated throughout the department as well as Organization, and shared with the regional/national institutions/partners.
6. Staff capacity is enhanced through active staff learning/development programmes in the area of archives.
Functional Competencies:
- Strong communication skills to deal with senior colleagues;
- Negotiation skills to persuade senior colleagues to follow agreed archives guidelines;
- An awareness of archival management principles and familiarity with information systems and archives in a digital and paper context;
- Highly organized and process oriented;
- Acute awareness & ability to meet project deadlines;
- Highly proficient with desktop applications such as Adobe Acrobat Professional, MS Office (Word, Excel, PowerPoint), and an ability to learn new IT systems.
Recruitment Qualifications
- Master's degree in Archival Studies or related field
- Demonstrated knowledge of international archival standards � ISAD(G).
- A minimum of two (2) years of relevant experience in archival arrangement and description.
- Experience with large scale digitization projects will is a strong asset.
- Understanding of international development issues and previous experience with a multilateral or UN organization is a strong asset.
Opening Date 20 Sep 2016 Eastern Standard Time
Closing Date 5 Oct 2016 Eastern Standard Time
Job #150588
IT Analyst, Information Management Services Information Management and Technology Professional & Technical GE Washington, DC Local Hire English [Essential] 24-Apr-2015
Minimum Education/Experience: Master's degree with 2 years relevant experience or Bachelors Degree with a minimum of 4 years relevant experience.
Preferred Education/Experience:
MA/MS in Library and Archives, Information Science or related field, plus minimum 2 years of relevant experience; or BA/BS Degree in Library and Archives plus 4 year experience in an institutional archives is a minimum requirement.
Required Competencies::
Client Understanding and Advising - Looks at issues from the client�s perspective and takes action beyond normal expectations to ensure client satisfaction.
Learning Orientation - Stays abreast of new trends and developments in own specialty area, the broader industry, and exposes self to increasingly more challenging projects and opportunities to learn.
Broad Business Thinking - Maintains an in-depth understanding of the long term implications of decisions both for department and the client�s business. Ensures that decisions are supported by relevant stakeholders as well as sound performance data.
Strategic Information Management Planning - Researches IM methods, technology, practice, and policy needs for a significant work process. Provides input to strategic IM planning.
Archives and Records Management - Oversees the implementation of storage, protection and preservation plans and systems, helps to manage the storage service and facilities, and responds to formal requests for access.
Information Collections and Services - Provides professional information management services as an experienced analyst in a library or information resource center.
Information Management Services Systems - Implements and supports specialized IMS software and hardware. Supports development, testing, documentation and evaluation of new IMS systems and technology and identifies and assesses specific IMS systems and upgrades.
Information Management Services Governance - Monitors creation, organization and use of information resources and assists in the formulation, implementation and assessment of compliance with information management services related policies.
Lead and Innovate - Brings new and different insights.
Deliver Results for Clients - Contributes to delivery of results for clients on complex issues.
Collaborate Within Teams and Across Boundaries - Collaborates within team and across boundaries.
Create, Apply and Share Knowledge - Actively contributes to and readily applies WBG�s body of knowledge for internal and/or external client solutions.
Make Smart Decisions - Leverages available data and makes timely decisions.
Other Selection Criteria:
Experience in both Archives and Information Management which should reflect increasing responsibility and experience with corporate recordkeeping, archives/information centers and/or content management.
Experience completing archival arrangement and description projects using the International Standard for Archives Description (ISAD(G)) or the Rules for Archival Description (RAD) is a requirement;
Knowledge and understanding of business processes and archives information systems; knowledge of web publishing systems and open source archival software a plus;
Demonstrated conceptual, analytic and innovative problem solving ability; ability to conduct independent research and functional analysis;
Proven ability to complete large scale arrangement and description projects for fonds over 1000 linear feet.
Proven ability to contribute to projects with minimum guidance; capacity to work both independently and in a team; willingness to seek advice and assistance.
Proven ability to develop and maintain good working relationships with staff at different levels across the unit; evidence of leadership effectiveness.
Superior writing skills in English a must; proven ability to write concise and accurate reports, and good public outreach skills a must.
Sound theoretical and/or applied knowledge of archives database and information management systems.
Ability to make judgments on the archival value of the variety of documents and business records of the organization.
Knowledge of and experience with standards and best practices for records management. Familiarity with records and document management software systems. Knowledge of inactive records storage facility/ technology and systems. Familiarity with electronic records retention to manage data lifecycle. Familiarity with digital preservation.
Demonstrated interest in and understanding of the Bank Group's work and objectives. External candidates must at a minimum be familiar with the mission and objectives of the World Bank Group.
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Preferred Education/Experience:
MA/MS in Library and Archives, Information Science or related field, plus minimum 2 years of relevant experience; or BA/BS Degree in Library and Archives plus 4 year experience in an institutional archives is a minimum requirement.
Required Competencies::
Client Understanding and Advising - Looks at issues from the client�s perspective and takes action beyond normal expectations to ensure client satisfaction.
Learning Orientation - Stays abreast of new trends and developments in own specialty area, the broader industry, and exposes self to increasingly more challenging projects and opportunities to learn.
Broad Business Thinking - Maintains an in-depth understanding of the long term implications of decisions both for department and the client�s business. Ensures that decisions are supported by relevant stakeholders as well as sound performance data.
Strategic Information Management Planning - Researches IM methods, technology, practice, and policy needs for a significant work process. Provides input to strategic IM planning.
Archives and Records Management - Oversees the implementation of storage, protection and preservation plans and systems, helps to manage the storage service and facilities, and responds to formal requests for access.
Information Collections and Services - Provides professional information management services as an experienced analyst in a library or information resource center.
Information Management Services Systems - Implements and supports specialized IMS software and hardware. Supports development, testing, documentation and evaluation of new IMS systems and technology and identifies and assesses specific IMS systems and upgrades.
Information Management Services Governance - Monitors creation, organization and use of information resources and assists in the formulation, implementation and assessment of compliance with information management services related policies.
Lead and Innovate - Brings new and different insights.
Deliver Results for Clients - Contributes to delivery of results for clients on complex issues.
Collaborate Within Teams and Across Boundaries - Collaborates within team and across boundaries.
Create, Apply and Share Knowledge - Actively contributes to and readily applies WBG�s body of knowledge for internal and/or external client solutions.
Make Smart Decisions - Leverages available data and makes timely decisions.
Other Selection Criteria:
Experience in both Archives and Information Management which should reflect increasing responsibility and experience with corporate recordkeeping, archives/information centers and/or content management.
Experience completing archival arrangement and description projects using the International Standard for Archives Description (ISAD(G)) or the Rules for Archival Description (RAD) is a requirement;
Knowledge and understanding of business processes and archives information systems; knowledge of web publishing systems and open source archival software a plus;
Demonstrated conceptual, analytic and innovative problem solving ability; ability to conduct independent research and functional analysis;
Proven ability to complete large scale arrangement and description projects for fonds over 1000 linear feet.
Proven ability to contribute to projects with minimum guidance; capacity to work both independently and in a team; willingness to seek advice and assistance.
Proven ability to develop and maintain good working relationships with staff at different levels across the unit; evidence of leadership effectiveness.
Superior writing skills in English a must; proven ability to write concise and accurate reports, and good public outreach skills a must.
Sound theoretical and/or applied knowledge of archives database and information management systems.
Ability to make judgments on the archival value of the variety of documents and business records of the organization.
Knowledge of and experience with standards and best practices for records management. Familiarity with records and document management software systems. Knowledge of inactive records storage facility/ technology and systems. Familiarity with electronic records retention to manage data lifecycle. Familiarity with digital preservation.
Demonstrated interest in and understanding of the Bank Group's work and objectives. External candidates must at a minimum be familiar with the mission and objectives of the World Bank Group.
