Assistant Archivist
Organizational Context
The United Nations Educational, Scientific and Cultural Organization (UNESCO) is a specialized agency of the United Nations dedicated to promoting peace and security through international cooperation in education, sciences, culture, and communication. UNESCO generates and manages a vast amount of records and data, essential for its operations and historical preservation. The Records Management Unit supports staff in managing and preserving these records, particularly during staff separation procedures. This role provides crucial support due to a temporary increase in workload.
Job Purpose
This contract aims to provide essential temporary operational support to the Records Management Unit, with a primary focus on assisting staff members through their separation (check-out) procedures. The selected candidate will collaborate closely with the Records Management Assistant, guiding staff members through the necessary steps for records and archives management during their departure. This role also involves responding to staff inquiries, providing individual assistance, and ensuring all required information and documents are collected within the stipulated timeframe. Additionally, the position may extend to supporting other general Records Management and archival tasks as needed by the Unit, ensuring the efficient and timely processing of all related activities and maintaining accurate tracking tools.
Responsibilities
The Assistant Archivist will support staff members throughout the check-out process, ensuring adherence to established procedures. This includes proactively contacting staff, reminding them of the required steps for records and archives management, and responding to their queries with individual support. The role involves obtaining necessary information and documents, completing the check-out process within deadlines, and maintaining tracking tools to monitor progress. Furthermore, the Assistant Archivist will assist with other Records Management and archival activities, such as the transfer, sorting, and arrangement of paper records. This includes organizing records within archival storage rooms and contributing to the inventory and location indexing of archival holdings. The selected candidate will ensure appropriate and timely support to staff, proper completion and validation of check-outs in the system, and execute other assigned tasks by the Unit, contributing to the overall efficiency of the Records Management Unit.
Work Experience
At least one year of relevant professional experience in archives, specifically in the transfer and arrangement of archival records. Experience in a multilingual professional environment is also beneficial.
Skills
Proficiency in IT, including strong command of Excel. Excellent interpersonal and communication skills. Demonstrated rigor, organizational skills, and attention to detail. Ability to work independently and perform occasional physical tasks involving handling archival boxes. Knowledge of Microsoft 365 applications like SharePoint and Power Apps is desirable.