Assistant Archiviste
Organizational Context
The United Nations Educational, Scientific and Cultural Organization (UNESCO) is a specialized agency of the UN dedicated to fostering international cooperation in education, science, culture, and communication. UNESCO generates and manages a significant volume of documents and data, crucial for its institutional memory and possessing administrative, legal, and historical value. The Records Management unit supports UNESCO personnel in managing and preserving these records, particularly during the staff departure ('check-out') process.
Job Purpose
This role provides essential operational support to the Records Management unit, focusing on assisting staff members with their departure ('check-out') procedures. The incumbent will work closely with the Assistant Records Manager, guiding personnel through the necessary steps for document and archive management as they leave the organization. This position also offers the opportunity to contribute to other Records Management and archiving activities as needed. The primary objective is to ensure an efficient and timely support system for departing staff, maintaining the integrity and accessibility of organizational records throughout the transition period.
Responsibilities
The Assistant Archiviste will be responsible for guiding staff members through the complete check-out process for documents and archives, adhering to established procedures. This includes proactively contacting individuals, explaining the check-out steps, responding to inquiries, and providing personalized assistance. The role involves ensuring all required documentation is obtained and the check-out is validated within the designated timeframe. A key duty is maintaining a detailed tracking log of the progress of check-out procedures. Additionally, the position will support broader Records Management and archiving tasks, such as the transfer, sorting, and filing of paper archives, organizing and storing archives in designated areas, and conducting inventory checks of archival fonds. The incumbent will also assist in ensuring the proper realization and validation of check-outs within the relevant system.
Work Experience
A minimum of one year of relevant professional experience in archival work, specifically in the transfer and filing of archives, is required. Experience in a multilingual professional environment is desirable.
Skills
Proficiency in computer skills, including advanced knowledge of Excel, is necessary. Strong organizational skills, meticulous attention to detail, and the ability to work independently are crucial. Excellent interpersonal and communication skills are required. The capacity to perform occasional physical tasks related to handling and moving archive boxes and documents is also needed. Familiarity with Microsoft 365 applications like SharePoint and Power Apps is a plus.