Archives Assistant

Job Posting Organization:
The Department of Operational Support (DOS) was established to provide operational advisory services to various entities across the United Nations Secretariat. This includes support for departments, offices away from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, focusing on effective planning, management, maintenance, and operation of physical facilities and assets at UN Headquarters in New York. FCAS also oversees office and conference facilities, property management, travel and transportation services, archives and records management, mail operations, catering, and the United Nations Postal Administration (UNPA). The Archives and Records Management Section (ARMS) is responsible for managing and preserving UN historical archives and providing access to these archives for Member States, staff, and the public, both online and in-person. This position is situated within the Archives Management Unit (AMU) of ARMS, under the Facilities and Commercial Activities Service, Division of Administration, in the Department of Operational Support. The incumbent will report directly to the Information Management Officer in the Archives Management Unit.

Job Overview:
The Archives Assistant will play a crucial role in the management and preservation of both paper and digital records within the United Nations Archives. The position involves facilitating the accessioning of non-current records, which includes supporting client offices and field missions in understanding and completing necessary procedures, managing the delivery of records, and ensuring proper documentation is maintained. The assistant will also be responsible for ensuring intellectual control over transferred records, which involves checking files against transfer lists, sorting records into appropriate series, and managing their physical storage. Additionally, the role includes supporting digitization efforts, rehousing, preservation, and arrangement of archives according to established standards. The assistant will also handle disposal processes for records, respond to internal and external requests for records, and maintain accurate location records within the ARMS database. Administrative functions related to the daily operations of the unit will also be part of the responsibilities, including monitoring environmental controls and security" style="border-bottom: 1px dotted #007bff !important;">security of repositories.

Duties and Responsibilities:
The Archives Assistant will be responsible for a variety of tasks, including: facilitating the accessioning of records by assisting client offices and field missions with procedures and documentation; managing temporary storage areas and overseeing the transfer of records; ensuring the correct arrangement and completeness of transferred records; supporting digitization and preservation efforts; facilitating the disposal of records according to established guidelines; responding to internal and external requests for records; safeguarding classified records; maintaining accurate location records; drafting routine correspondence; and undertaking administrative functions related to the unit's daily operations. The assistant will also monitor environmental controls and physical security of the repositories.

Required Qualifications:
Candidates must possess a high school diploma or equivalent. A minimum of three years of experience in documents or records management is required, along with experience performing clerical functions. Experience in a records or archives center is desirable. Knowledge of archives and records management principles is essential, as well as the ability to conduct independent research and maintain systematic records. Candidates should demonstrate professionalism, teamwork, and client orientation in their work.

Educational Background:
A high school diploma or equivalent is required for this position. There are no specific job-specific qualifications listed beyond this educational requirement.

Experience:
Candidates must have a minimum of three years of experience in documents or records management. This experience should include performing clerical functions and ideally working in a records or archives center, which would provide relevant background knowledge and skills necessary for the role.

Languages:
English is the required working language for this position, with a minimum proficiency level of UN Level III in reading, writing, listening, and speaking. French is also a working language of the United Nations Secretariat, but proficiency in French is not mandatory for this position.

Additional Notes:
The appointment for this position is limited to the Department of Operational Support and is open for an initial period of one year, subject to extension based on funding availability. The position is subject to local recruitment, meaning that candidates must be located within commuting distance of the office. Staff members are expected to adhere to the authority of the Secretary-General and may be assigned to various functions as per organizational needs. The United Nations emphasizes the importance of diversity and inclusion in its recruitment process and does not charge any fees at any stage of the recruitment process.