Archives Assistant

Organizational Context

The Department of Operational Support provides operational advisory services across the UN Secretariat. The Facilities and Commercial Activities Service (FCAS) manages the UN Headquarters complex, including facilities, property, travel, and archives. The Archives and Records Management Section (ARMS) preserves historical archives and provides access. This role is within the Archives Management Unit (AMU) of ARMS, reporting to the Information Management Officer.

Job Purpose

The Archives Assistant supports the accessioning, intellectual control, digitization, preservation, and disposal of non-current paper and digital records. This involves assisting client offices and field missions with procedures, managing temporary storage, sorting and arranging records, and updating the ARMS database. The role also involves responding to internal and external requests for records, safeguarding sensitive information, and maintaining accurate location records. Additionally, the assistant performs administrative functions, monitors environmental controls, and ensures the physical security of repositories, contributing to the effective management and preservation of UN historical archives.

Responsibilities

Facilitate the accessioning of paper and digital records by assisting client offices and field missions with procedures and documentation, and managing the transfer of records. Ensure intellectual control by verifying records against transfer lists, sorting and arranging accessions, and updating the ARMS database with locational changes. Support digitization, rehousing, preservation, and arrangement/description of paper archives according to ARMS standards. Facilitate record disposal by separating scheduled from non-scheduled items and preparing them for destruction. Process records under archivist guidelines, review file titles, re-folder, and enter descriptors into the database. Respond to internal and external requests by locating, retrieving, and preparing records for dissemination, and assisting researchers. Safeguard records by managing security-classified materials, verifying requestor authorization, and coordinating user lists. Maintain accurate location records through database updates and scanning, and return files to storage. Draft routine correspondence and undertake administrative tasks, including file maintenance, IT operations, supply management, and mail distribution. Monitor repository environmental controls and physical security.

Work Experience

A minimum of three years of experience in documents/records management is required. Experience performing clerical functions is also required. Experience working in a records or archives center is desirable.

Skills

Knowledge of archives/records management or registry work. Ability to undertake independent research, maintain records systematically, and retrieve materials accurately. Ability to identify issues and develop retrieval tools. Professionalism, teamwork, and client orientation.

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