ARCHIVES ASSISTANT

Contract

This is a G-4 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 4 years of experience, depending on education. More about G-4 contracts.

Org. Setting and Reporting This position is located within the Archives Management Unit (AMU), Archives and Records Management Section (ARMS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA) in the Department of Operational Support (DOS).

The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions.

The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at the United Nations (UN) Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration (UNPA).

The Archives and Records Management Section (ARMS) manages and preserves UN historical archives. Provide access to UN Archives to Member States, Staff and the public at large, both online through the archives portal https://archives.un.org and ARMS research room.

The incumbent reports directly to the Information Management Officer in the Records Management Unit.

Responsibilities - Facilitates the accession of non-current records by delivering boxes and forms to transferring offices; instructing offices in the completion of forms and packing procedures; picking up boxed materials and storing them in temporary areas at Headquarters (HQ) and monitoring United Nations drivers and movers during the transfer of records between HQ and ARMS. - Facilitates intellectual control over transferred records by checking boxed files against transfer lists to assure correct arrangement and completeness, noting anomalies where necessary; sorting boxes in series order and assuring their correct arrangement on shelves; shifting boxes within storage area for archival processing or retrieval purposes; and making locational changes in the Archives and Records Management Section (ARMS) database. - Facilitates records disposal by separating scheduled from non-scheduled records according to instructions of the archives assistant; prepares disposable records for the carting facility; and witness records destruction. - Under guidelines established by United Nations or contractual archivist(s), removes defined ephemeral materials; review file titles and folder arrangement to assure conformity with the ARMS Description Manual or ad-hoc standards; refolders records and stamps new folders with location and other established identifiers; and enters folder, box, and series descriptors into the ARMS database. - Responds to internal requests by searching traditional findings aids and/or the ARMS database to locate records, retrieving files and generating microfilm, preparing loans for delivery to Secretariat offices. - Responds to external requests by assisting researchers in the completion of data and records request forms and delivering items requested, also requests from UN Staff, Member States, and the public. - Safeguards records by delivering security-classified records to the ARMS access/declassification officer for screening, verifying that internal requestors are authorized to receive loans, coordinating changes in the Authorized Users List with Human Resources Services Division (HRSD) and issuing clearances for separating staff with no outstanding loans. - Maintains accurate location records by registering charge-outs, loans and returns in the ARMS database and returning files to their original shelf locations. Using a barcode scanner and ARMS records management system, scans box label to control their physical movement. - Prepares reproduction orders and invoices, drafts transmittal letters for review of the archives assistant and signature of the Chief, ARMS, and hand-delivers remittances to the Cashier's Office. - Undertakes administrative functions relating to the daily operations of the unit, including maintenance of ARMS Central File at ARMS, IT and applications operations connected with requisitioning and contracts, maintenance of supply stores, arranging for the servicing of telephones and other technical equipment, and mail delivery and documents distribution; assumes other duties as assigned. Monitors the environmental controls and physical security of repositories.

Competencies - Professionalism: Knowledge of archives/records management or registry work. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. Shows pride in work and in achievements. Demonstrates professional competence and mastery of subject matter. Is conscientious and efficient in meeting commitments, observing deadlines and achieving results. Is motivated by professional rather than personal concerns. Shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

• Teamwork: Works collaboratively with colleagues to achieve organizational goals. Solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others. Places team agenda before personal agenda. Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position. Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

• Client Orientation: Considers all those to whom services are provided to be "clients" and seeks to see things from clients' point of view. Establishes and maintains productive partnerships with clients by gaining their trust and respect. Identifies clients' needs and matches them to appropriate solutions. Monitors ongoing developments inside and outside the clients' environment to keep informed and anticipate problems. Keeps clients informed of progress or setbacks in projects. Meets timeline for delivery of products or services to client.

  Education High school diploma or equivalent is required.

  Work Experience A minimum of three years of experience in documents/records management is required.

  Experience performing clerical functions is required.

  Experience working in a records or archives centre is desirable.

  Languages English and French are the working languages of the United Nations Secretariat. For the position advertised, fluency in English is required. Knowledge of another official United Nations language is desirable.

  Assessment Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.

  Special Notice - This position is temporarily available as soon as possible through 31 December 2023. If the selected candidate is an internal staff member of the UN Secretariat, the selection will be recorded as a temporary assignment.

• While this temporary job opening may provide the successful applicant with an opportunity to gain new work experience, the selection for this position is for a limited period and has no bearing on the future incumbency of the post.

• This position is subject to local recruitment pursuant to Staff Rule 4.4 of the United Nations Staff Rules. Applicants for General Service and related positions must be authorized to work in the country where the position is located. A staff member subject to local recruitment is not eligible for the allowances or benefits applicable to international recruitment.

Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Services and related categories in the United Nations Secretariat. Applicants who have not passed the GGST at the time of application may be invited for the test after submitting an application. Having passed the Administrative Support Assessment Test [in English] at the United Nations headquarters, Economic Commission for Africa, Economic and Social Commission for Western Asia, United Nations Office at Geneva, United Nations Office at Vienna, International criminal tribunal for Rwanda or International Criminal Tribunal for the former Yugoslavia may be accepted in lieu of the GGST.

• Staff members are not eligible to apply for the current temporary job opening if they are unable to serve the specified duration of temporary need before reaching the mandatory age of separation. Submitting an application or selection for the current temporary job opening does not delay or increase the mandatory age of separation.

• Retirees above the mandatory age of separation who wish to be considered for the current temporary job opening must indicate the reason for their last separation as "retirement." Such retirees shall not be employed by the Organization, unless (a) the operational requirements of the Organization cannot be met by staff members who are qualified and available to perform the required functions; and (b) the proposed employment would not adversely affect the career development or redeployment opportunities of other staff members and represents both a cost-effective and operationally sound solution to meet the needs of the service.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.