Senior Archives Assistant
Guide and assist in implementing compliant filing structures for records.
This opening is not available anymore.
Do not try to apply for this job.
Overview
Guide and assist in implementing compliant filing structures for records.
You have:
- 2 years relevant experience with High School Diploma or 1 year relevant work experience with Bachelor or equivalent or higher.
- Experience using digital recordkeeping systems.
- Archives/Record Management certification.
- Knowledge of English and UN working language of the duty station if not English.
Hardship Level (not applicable for home-based)
A (least hardship)Family Type (not applicable for home-based)
FamilyStaff Member / Affiliate Type
UNOPS LICA5Target Start Date
2025-07-31Deadline for Applications
August 9, 2025Terms of Reference
The ideal candidate for the Filing Coordinator position is a highly organized and detail-oriented professional with strong leadership and coordination skills. They should have prior experience supervising small teams and working cross functionally with various units. Proficiency in electronic filing systems and record keeping are essential, along with the ability to monitor file movement, ensure timely document updates, and maintain an orderly filing structure. The candidate should also demonstrate strong communication skills and the capacity to effectively liaise with management and contribute to the ongoing modernization of file management and digitization.Standard Job Description
Senior Archives Assistant
Organizational Setting and Work Relationships The Senior Archives Assistant functions under direct supervision of a professional Archivist who provides regular guidance and advice. Subject to the nature of the task/assignment, the incumbent will work independently on routine tasks, and will request and follow instructions of the supervisor for more complex issues.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.
Duties - Proactively guide and assist units, offices and working groups to implement filing structures compliant with UNHCR standards and adapted to their needs. - Implement UNHCR Records and Archives procedures and guidelines. - Monitor digital and physical records centres and archival repositories. - Maintain access and permissions of electronic filing systems. - Support and train users. - Arrange digital and physical spaces. - Monitor compliance with recordkeeping procedures and guidelines and take necessary actions to correct errors. - Produce accurate inventories of physical records transferred to Archives. - Apply records schedules to electronic and physical records. - Manage transfers of records from UNHCR units and offices. - Maintain electronic and physical repositories in good order and use the space efficiently. - Take the necessary actions to ensure the integrity and security of files in the repositories. - Search for and provide information to users and researchers in accordance with UNHCR access policy. - Prepare files for researchers. - Monitor the research room. - Digitize records and archives for preservation and dissemination when requested by the Archivist. - Facilitate digital access to physical records in the Archives. - Coordinate with archival and logistics service providers. - Correct errors in recordkeeping systems. - Search for, access and view all type of materials in the recordkeeping systems and within the Archives. - Withdraw or redact confidential materials, under the instructions from the Archivist. - Manage access and permissions in UNHCR recordkeeping systems. - Prepare records for destruction. - Capture specified significant records for maintenance in recordkeeping systems and archival repositories.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s). - Perform other related duties as required.
Minimum Qualifications Years of Experience / Degree Level For G5 - 2 years relevant experience with High School Diploma; or 1 year relevant work experience with Bachelor or equivalent or higher
Field(s) of Education Not applicable.
Certificates and/or Licenses Archives/Record Management (Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience Essential Experience using digital recordkeeping systems.
Desirable Training in Archives and/or Records Management.
Functional Skills *RC-Records management functional systems administration (Functional Skills marked with an asterisk* are essential)
Language Requirements For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English. For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language. For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Required Languages
,
,
Desired Languages
,
,
Additional Qualifications
Skills
Education
Certifications
Archives/Record Management - OtherWork Experience
Other information
This position doesn't require a functional clearance Remote
No
Potential interview questions
| Can you describe your experience with digital recordkeeping systems? | The interviewer wants to assess your familiarity and experience with recordkeeping technology. | Provide specific examples of systems you have used and describe your proficiency. |
| How have you implemented filing structures in previous roles? | This question evaluates your ability to organize and manage files effectively. | Pro members can see the explanation. |
| Describe a time you supervised a small team. What challenges did you face? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you ensure compliance with recordkeeping procedures? | Pro members can see the explanation. | Pro members can see the explanation. |
| What strategies do you use for training users in filing systems? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you give an example of how you handled confidential materials? | Pro members can see the explanation. | Pro members can see the explanation. |
| What is your approach to maintaining digital and physical filing systems? | Pro members can see the explanation. | Pro members can see the explanation. |
| Why do you believe strong communication is important in this role? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 11 months ago
-
Updated 10 months ago
-
Source:
unhcr.org
