Records Management Assistant - Paris, France - UNESCO

UNESCO

Entreprise vérifiée

Paris, France

il y a 3 semaines

Posté par:

Sophie Dupont

beBee Recruiter

Description

OVERVIEW

Post Number:
DBS 182

Grade:
G-3

Parent Sector:
Bureau for Digital Business Solutions (DBS)

Duty Station:
Paris

Job Family:
General Administrative Support

Type of contract:
Fixed Term

Duration of contract: 2 years, renewable

Application Deadline (Midnight Paris Time): 25-MAY-2023

UNESCO Core Values:
Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

OVERVIEW OF THE FUNCTIONS OF THE POST

The post is located within the Bureau of Digital Business Solution (DBS), Digital Security, Archives and Digital Assets Section (SAA), Archives, Library and Records Management Unit (ALR).

Under the overall authority of the Chief Information and Technology Officer (CITO) and under the direct supervision of the Chief of Unit, the incumbent is responsible for transferring and facilitating the access to records and archives of the Organization by identifying, searching and maintaining well structured documents of different nature originated across all the Secretariat.

In particular, the incumbent will:

Provide advice and guidance to internal business units at Headquarters on ALR records management policy, guidelines and best practices, including records transfer and loan procedures.

Contribute to records management guidance and online training in addition to corresponding guidelines and procedures on the Records Management Portal.

Participate in information sessions and training for newcomers (Check-in).

Undertake the physical move of prepared records transfers from internal business units to ALR records repositories, as per the procedures in place.

Maintain and file all records of proof for transfers and loans undertaken, as per the procedures in place. Keep records repository inventories up-to-date. Maintain statistics of and provide reports on transfers and loans requested and undertaken. Monitor the storage and conservation conditions of physical documents.
Facilitate the Records Management Check-out process by confirming staff had undertaken the necessary steps. File Knowledge Transfer forms.

Respond to internal business unit requests for archival supplies in order to facilitate the preparation of transfers by internal business units.

Assist in the preparation and undertaking of records destruction operations (contracted to third-parties) in accordance with retention schedules.

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) - For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS
Education

Completed secondary, technical or vocational education.

Work Experience

Minimum of 2 years of relevant work experience in Records Management and Archives or a related Field.

Skills and Competencies

Demonstrated ability to communicate effectively (both written and oral)

Ability to work in a team and to maintain effective working relationships in a multidisciplinary and multicultural environment

Ability to build constructive internal and external working relationships.

Demonstrated ability to organize and prioritize workloads and to work under pressure to deadlines.

Ability to take initiative and seek innovative ways to improve results.

Ability to work independently and provide supportive leadership.

Excellent analytical skills. Ability to collect, synthesize and analyze information from various sources.

Languages

Excellent knowledge (spoken and written) of French or English and very good knowledge of the other working language.

DESIRABLE QUALIFICATIONS
Education

Training in Records Management and Archives.

Work Experience

Relevant experience in Records Management and Archives at international level or within the United Nations system or in a national organization/institution.

Skills and Competencies

Good knowledge of records management principles and practices, including records retention schedules, records inventory, and records disposition.

Proficiency in using records management software and other digital tools, including databases and content management systems.

Commitment to professional development and continuing education in the field of records management.

Good physical condition.

BENEFITS AND ENTITLEMENTS

UNESCO's salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.

The approximate annual starting salary for this post is Euros.

For full information on benefits and entitlements, please consult our Guide to Staff Benefits.

SELECTION AND RECRUITMENT PROCESS
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