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United Nations Regional Service Centre

Archives Assistant

Entebbe, Uganda

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UNITED NATIONS ORGANIZATION STABILIZATION MISSION IN THE DR CONGO (MUNOSCO)

Coordination Officer, UNV Field Office

Entebbe, Uganda

Closing: Jun 18, 2024

21 days remaining

Published: May 21, 2024 (7 days ago)

Job Requirements

Education:

Work experience:

Language skills:

Job Summary

Contract Type:

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Requirements

  • The applicant for the United Nations Regional Service Centre Entebbe (RSCE) Archives Assistant job must hold a High school diploma or equivalent. Required.
  • A Diploma or post-Secondary training in Archives and Records Management or a related Information Management field is desirable.
  • A minimum of Five (5) years of experience in archives and records management or related area is required, of which one (1) year of experience with archives management system, content management system, or electronic records management system. The minimum year of relevant experience is reduced to three (3) for candidates who possess a first level degree or higher.
  • Experience within the United Nations common system or similar international organization or non-governmental organization is desirable.
  • Experience working in a shared service centre or similar setup is desirable.
  • Languages: fluency in English is required. Knowledge of another official United Nations language is an advantage.


Responsibilities

Requirements

  • The applicant for the United Nations Regional Service Centre Entebbe (RSCE) Archives Assistant job must hold a High school diploma or equivalent. Required.
  • A Diploma or post-Secondary training in Archives and Records Management or a related Information Management field is desirable.
  • A minimum of Five (5) years of experience in archives and records management or related area is required, of which one (1) year of experience with archives management system, content management system, or electronic records management system. The minimum year of relevant experience is reduced to three (3) for candidates who possess a first level degree or higher.
  • Experience within the United Nations common system or similar international organization or non-governmental organization is desirable.
  • Experience working in a shared service centre or similar setup is desirable.
  • Languages: fluency in English is required. Knowledge of another official United Nations language is an advantage.


Archives and Records Management:

  • Provides advisory services on record-keeping practices, including needs and business process analysis.
  • Assists in the digitization of records and documents.
  • Conducts end-user training relating to the electronic document and records management system at RSCE.
  • Registers incoming and outgoing records in electronic record keeping system.
  • Maintains paper-based and electronic central file system by creating new folders, applying disposition instructions and tracking file circulation.
  • Participates in records management projects in RSCE, assembles records and creates electronic file lists in preparation for records transfer and arranges for their transportation from offices to storage facilities.
  • Ensures the custody of the ARMU repository by maintaining it in a good order, monitoring the use of space.
  • Participates in the Transfer of Official Status Files to HRSD Registry in New York
  • Assists in accessioning, disposition, description, and database updating activities.
  • Performs clearinghouse functions concerning maintenance of accession, disposal, and location elements of the RSCE database.
  • Supports disposition operations by liaising with records-originating offices on transfer procedures and documentation; and analyses retention schedules and precedents in support of disposition decisions.
  • Creates and maintains manual accession records and provides information to other Unit staff in support of reference and archival arrangement and description activities.
  • Oversees internal records retrieval, loan, reproduction, and staff clearance operations.
  • Supports external reference services by drafting routine responses to enquiries, including records reproduction transmittals, for approval of Unit Chief.
  • Participates in maintaining the Unit’s database.

Documents management:

  • Assist clients offices with searches for records.
  • Provides documents delivery services as required.

General:

  • Conduct basic research as requested by more senior staff.
  • Provides relevant technical support to users of information services.
  • Provides administrative support for the Unit supervisor and undertakes duties as assigned.


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