Org. Setting and ReportingThe Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at United Nations (UN) Headquarters, New York. FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration (UNPA). The Archives and Records Management Section (ARMS) manages and preserves UN historical archives, and provides access to UN Archives to Member States, Staff and the public at large, both online through the Archives portal https://archives.un.org and ARMS research room. This position is located within the Archives Management Unit (AMU), Archives and Records Management Section (ARMS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), in the Department of Operational Support (DOS). The incumbent reports directly to the Information Management Officer in the Archives Management Unit. ResponsibilitiesWithin delegated authority, the Archives Assistant will be responsible for the following duties:

• Facilitates the accessioning of non-current paper and digital records by supporting client offices and field missions on the procedures, including the completion of forms, and the provision of file lists and related accessioning documentation; arranges for the delivery of boxes to transferring offices; manages temporary storage areas at Headquarters (HQ) and monitors United Nations movers during the transfer of records between HQ and ARMS.

• Facilitates intellectual control over transferred records by checking files received against transfer lists to ensure correct arrangement and completeness, noting anomalies where necessary; sorting digital and paper accessions into series order to ensure their correct arrangement in appropriate digital and physical storage; moves boxes within physical storage areas for archival processing or retrieval purposes; and makes locational changes in the Archives and Records Management Section (ARMS) database.

• Supports the digitization, rehousing, preservation, and arrangement and description of paper archives in accordance with ARMS standards and under the supervision of the ARMS archivists.
• Facilitates disposal by separating scheduled from non-scheduled records according to the Section's established instructions; prepares disposable records for the carting facility; and witnesses records destruction as necessary.
• Under guidelines established by United Nations or contractual archivist(s), removes defined ephemeral materials; reviews file titles and folder arrangement to ensure conformity with the ARMS Description Manual or ad-hoc standards; re-folders records and stamps new folders with location and other established identifiers; and enters folder, box, and series descriptors into the ARMS database.
• Responds to internal requests by searching traditional findings aids and/or the ARMS database to locate records, retrieving files and preparing records for dissemination to client offices.
• Responds to external requests by assisting researchers in the completion of data and records request forms and delivering items requested, and supports researchers in ARMS research facility.
• Safeguards records by delivering security-classified records to the ARMS access/declassification officer for screening, verifying that internal requestors are authorized to receive loans, coordinating changes in the Authorized Users List with the Office of Human Resources (OHR) and issuing clearances for separating staff with no outstanding loans.
• Maintains accurate location records by registering charge-outs, loans and returns in the ARMS database and returning files to their original shelf locations. Using a barcode scanner and ARMS records management system, scans box labels to control their physical movement.
• Drafts routine correspondence for review and signature of ARMS Information Management Officers.
• Undertakes administrative functions related to the daily operations of the unit, including maintenance of ARMS Central File at ARMS, IT and applications operations connected with requisitioning and contracts including ARMS off-site storage contracts, maintenance of supply stores, arranging for the servicing of telephones and other technical equipment, and mail delivery and documents distribution; assumes other duties as assigned.

Monitors the environmental controls and physical security of repositories. Competencies

PROFESSIONALISM

Knowledge of archives/records management or registry work. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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. Committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work.

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.

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. EducationHigh school diploma or equivalent is required. Job - Specific QualificationNot available. Work ExperienceA minimum of three (3) years of experience in documents/records management is required. Experience performing clerical functions is required. Experience working in a records or archives center is desirable. LanguagesEnglish and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details). Multilateral Organizations 📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐 ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!