CDI : Archives Assistant/Bureau des Nations Unies à Genève (Suisse)

[Annonce originelle rédigée en anglais]


Responsibilities : Under the supervision of the Chief, Records Management Unit (RMU) and within delegated authority, the Archives Assistant will be responsible for the following duties :

1 / Oversees records centre operations :

  • Oversees operations of the records repositories.
  • Oversees space management and space allocation.
  • Responsible for processing of accessions.
  • Responsible for updating of accession and space management databases.
  • Responds to emergency disasters.
  • Monitors environmental quality controls and coordinates the resolution of problems.

2 / Oversees records transfer and accessioning operations :

  • Facilitates the transfer of scheduled records to RMU.
  • Ensures accuracy of transfer documentation and accuracy of records to be transferred.
  • Provides advice and assistance to transferring offices throughout the transfer process.

3 / Performs reference operations and acts as focal point for requests for access to records :

  • Acts as RMU focal point for requests for access to transferred records.
  • Facilitates physical access, according to approved mechanisms, to transferred records.

4 / Oversees records disposals that have met their retention :

  • Liaises with relevant Secretariat staff and paper recycling companies to facilitate disposal for physical records.
  • Prepares records for physical destruction.
  • Oversees the physical destruction of records that have met their retention.
  • Updates the RMU accession database.

5 / Oversees the acquisition and management of archival boxes :

  • Responsible for the acquisition of archival boxes due to the decentralization of procurement at UNOG.
  • Responsible for the dissemination and stock management of archival boxes.

6 / General :

  • Guides and supervises more junior General Services staff.
  • Oversees and undertakes tasks related to print, bookbindery and production of print communications materials for the Library, Archives and substantive departments of the Secretariat, including the preparation of gifts for VIP visitors to UNOG.
  • Provides administrative support for section and unit chiefs and undertakes other duties as assigned.

Conditions d’exercice :

  • Poste à temps complet.
  • Lieu de travail : Genève, Suisse.

Special Notice :

  • Recruitment for this position is done on a local basis.
  • Passing the Global General Service Test (GGST) is a prerequisite for recruitment consideration in the General Service category in the United Nations Secretariat.
  • Having passed the Administrative Assessment Support Test (ASAT) at Headquarters, ECA, ESCWA, UNOG, UNOV, ICTR, or ICTY may be recognized in place of the GGST, pending confirmation of validity.
  • Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.


Competencies :

Professionalism :

  • Shows pride in work and in achievements.
  • Demonstrates professional competence and mastery of subject matter.
  • Is conscientious and efficient in meeting commitments, observing deadlines and achieving results.
  • Is motivated by professional rather than personal concerns.
  • Shows persistence when faced with difficult problems or challenges.
  • Remains calm in stressful situations.
  • Commitment to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

Client Orientation :

  • Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view.
  • Establishes and maintains productive partnerships with clients by gaining their trust and respect.
  • Identifies clients’ needs and matches them to appropriate solutions.
  • Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems.
  • Keeps clients informed of progress or setbacks in projects.
  • Meets timeline for delivery of products or services to client.

Teamwork :

  • Works collaboratively with colleagues to achieve organizational goals.
  • Solicits input by genuinely valuing others’ ideas and expertise.
  • Is willing to learn from others.
  • Places team agenda before personal agenda.
  • Supports and acts in accordance with final group decision, even when such decisions may not entirely reflect own position.
  • Shares credit for team accomplishments and accepts joint responsibility for team shortcomings.

Planning & Organizing :

  • Develops clear goals that are consistent with agreed strategies.
  • Identifies priority activities and assignments.
  • Adjusts priorities as required.
  • Allocates appropriate amount of time and resources for completing work.
  • Foresees risks and allows for contingencies when planning.
  • Monitors and adjusts plans and actions as necessary.
  • Uses time efficiently.

Education :

  • High school diploma or equivalent.
  • Training in archives and/or records management is desirable.

Work Experience : At least 7 years of experience in archives, electronic records management or related area and at least 5 years of experience with archives management systems and electronic document and records management systems of which preferably 3 years within the UN Common System.

Languages :

  • English and French are the working languages of the United Nations Secretariat.
  • For the position advertised, fluency in English or French and knowledge of the other is required.
  • Knowledge of another official United Nations language is an advantage.

POSTULER/APPLY : voir l’offre en ligne.

Assessment : Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.



Source : Organisation des Nations Unies.