Records Management Assistant

Contract

This is a G-3 contract. This kind of contract is known as General Service and related categories. It is normally only for nationals. It usually requires 3 years of experience, depending on education. More about G-3 contracts.

**OVERVIEW** ------------ Post Number : DBS 182 Grade : G-3 Parent Sector : Bureau for Digital Business Solutions (DBS) Duty Station: Paris Job Family: General Administrative Support Type of contract : Fixed Term Duration of contract : 2 years, renewable Recruitment open to : Internal and external candidates Application Deadline (Midnight Paris Time) : 25-MAY-2023 UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism ***Only candidates who are entitled to work in France can apply to this position*** **OVERVIEW OF THE FUNCTIONS OF THE POST** ----------------------------------------- The post is located within the Bureau of Digital Business Solution (DBS), Digital Security, Archives and Digital Assets Section (SAA), Archives, Library and Records Management Unit (ALR). Under the overall authority of the Chief Information and Technology Officer (CITO) and under the direct supervision of the Chief of Unit, the incumbent is responsible for transferring and facilitating the access to records and archives of the Organization by identifying, searching and maintaining well structured documents of different nature originated across all the Secretariat. In particular, the incumbent will: - Provide advice and guidance to internal business units at Headquarters on ALR records management policy, guidelines and best practices, including records transfer and loan procedures. Contribute to records management guidance and online training in addition to corresponding guidelines and procedures on the Records Management Portal. Participate in information sessions and training for newcomers (Check-in). - Undertake the physical move of prepared records transfers from internal business units to ALR records repositories, as per the procedures in place. Maintain and file all records of proof for transfers and loans undertaken, as per the procedures in place. Keep records repository inventories up-to-date. Maintain statistics of and provide reports on transfers and loans requested and undertaken. Monitor the storage and conservation conditions of physical documents. - Facilitate the Records Management Check-out process by confirming staff had undertaken the necessary steps. File Knowledge Transfer forms. - Respond to internal business unit requests for archival supplies in order to facilitate the preparation of transfers by internal business units. Assist in the preparation and undertaking of records destruction operations (contracted to third-parties) in accordance with retention schedules. - Assist in the implementation of the Digital Workplace and e-archiving solution. Apply procedures and workflows in place for accessioning, processing, describing, preserving and providing access to digital records and digital assets in archives collections. **COMPETENCIES (Core / Managerial)** ------------------------------------ Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) **-** ----- For detailed information, please consult the [UNESCO Competency Framework](https://en.unesco.org/sites/default/files/competency_framework_e.pdf). **REQUIRED QUALIFICATIONS** --------------------------- ***Education*** - Completed secondary, technical or vocational education. ***Work Experience*** - Minimum of 2 years of relevant work experience in Records Management and Archives or a related Field. ***Skills and Competencies*** - Demonstrated ability to communicate effectively (both written and oral) - Ability to work in a team and to maintain effective working relationships in a multidisciplinary and multicultural environment - Ability to build constructive internal and external working relationships. - Demonstrated ability to organize and prioritize workloads and to work under pressure to deadlines. - Ability to take initiative and seek innovative ways to improve results. - Ability to work independently and provide supportive leadership. - Excellent analytical skills. Ability to collect, synthesize and analyze information from various sources. ***Languages*** - Excellent knowledge (spoken and written) of French or English and very good knowledge of the other working language. **DESIRABLE QUALIFICATIONS** ---------------------------- ***Education*** - Training in Records Management and Archives. ***Work Experience*** - Relevant experience in Records Management and Archives at international level or within the United Nations system or in a national organization/institution. ***Skills and Competencies*** - Good knowledge of records management principles and practices, including records retention schedules, records inventory, and records disposition. - Proficiency in using records management software and other digital tools, including databases and content management systems. - Good knowledge of Microsoft 365 applications, including Sharepoint. - Commitment to professional development and continuing education in the field of records management. - Good physical condition. **BENEFITS AND ENTITLEMENTS** ----------------------------- UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc. The approximate annual starting salary for this post is 34 100 Euros. For full information on benefits and entitlements, please consult our [Guide to Staff Benefits](https://unesco.sharepoint.com/:b:/s/HRMTeam/ESzDuIMSjEtIqYwVozjc3I8Bb5Kj-P0DrTgbm4BIjD17nQ?e=41cm7D). **SELECTION AND RECRUITMENT PROCESS** ------------------------------------- Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the [UNESCO careers website.](https://careers.unesco.org/careersection/2/joblist.ftl) No modifications can be made to the application submitted. The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates. Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided. **Footer** ---------- UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States ([last update here](https://en.unesco.org/careers/geographicaldistribution)) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts. UNESCO does not charge a fee at any stage of the recruitment process.