Vacancies

VACANCY ANNOUNCEMENT
Issued on: 13 FEBRUARY 2017

BACKGROUND
UN-Habitat Archives and Records Management programme ensures proper records keeping system and archiving of documents to support institutional memory and encourage organization learning, with the major objective of ensuring timely provision of information to support decision making.

RESPONSIBILITIES
Under the Supervision of Head Knowledge Management Support, Division of Management and Operations, the incumbent is responsible for supporting the Agency Archives and Records management programme under the following terms of reference;

1. Supports the management of UN-Habitat Archives; ensuring that records are properly stored, safe-guarded and available for reference by authorized staff members;
2. Arrange and assist with transfers of records from offices to the Record center, and provide retrieval services for Staff.
3. Process new acquisition of records in accordance with the approved procedures and guidelines,  ensuring that transferred records meet the required standards and are stored securely,
4. Support the implementation of UN-Habitat Records Disposition Projects for physical and electronic records by coordinating with relevant UN-Habitat staff concerning secondary storage; ensuring proper preparation of background information.
5. Implement records disposal procedures by liaising with relevant section coordinators to ensure that the disposed records are guided by the organization retention schedule, in support of disposition decisions
6. Create and maintain manual accession register for transferred records to support of reference, archival arrangement and descriptions.
7. Participate in the appraisal and processing of legacy record according to identified records groups and series, and provide relevant assistance to users regarding access to documents stored in the records Center and the Archives.
8. Participate in the archival arrangement and description of records according to the agreed standards and administrative histories and provide records content analysis for purposes of series description.
9. Coordinate the delivery of correspondences from UN-Habitat to UNON, Mail and Pouch Unit, and other UN offices as required, ensuring efficient and timely delivery of official mail to respective offices both internally and externally.
10. Update systematically the UN-HABITAT Intranet Staff Directory, ensuring quality control and currency of the information.
11. Scan and upload documents on  Performance, Accrual and Accounting System (PAAS) Knowledge Resource Page  as required
12. Undertake any other duty as assigned by the Head of Division or Unit

EDUCATION
Completion of secondary level education. A Diploma or post-Secondary training in Archives and Records Management or a related Information Management field desired. Knowledge of IT, Registry, Mail and Pouch and added advantage.

WORK EXPERIENCE
Five years progressive experience in the field of Archives Administration and Records management, including managing records life-cycle in both paper and electronic format.

LANGUAGE SKILLS
English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Working knowledge of other UN official languages is an asset.