Archives Assistant (DBS)

OVERVIEW

Post Number : DBS 172

Grade : G-4

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

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Paris Time) : 20-MAR-2025 

 

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

 

Only candidates who are entitled to work in France can apply to this position

 

OVERVIEW OF THE FUNCTIONS OF THE POST

Long Description

The post is located within Digital Bureau Solutions (DBS), Archives, Library and Records Management Unit (ALR). Under the supervision of the Chief Archivist and the guidance of the Reference Archivist, the Archives Assistant is responsible for filing and retrieving records requested by internal and external users of the institutional archives. He/she facilitates access to the UNESCO Archives and replies to virtual as well as in-person queries from users. The post supports the Reference Archivist in delivering public-facing archival reference services, including receiving visitors to the UNESCO Archives Reading Room. 

The incumbent will:

 

• Assist in providing access to the archives of the Organization, including replying to archival electronic and in-person information requests, and scheduling visits to the UNESCO Archives Reading Room for external researchers, UNESCO personnel, and Member States.  
• File and retrieve records in all archival series.
• Receive visitors to the Archives Reading Room and help identify and search requested archival materials. Record statistics on Reading Room visitors and services provided to users. Participate when needed in assuring permanence in the Library Reading Room. 
• Enter information on archival holdings in relevant archival description tools and assist with inventorying physical archives and location management.  

Long Description

Long Description

COMPETENCIES (Core / Managerial)

Accountability (C)Communication (C)Knowledge sharing and continuous improvement (C)Planning and organizing (C)Results focus (C)Professionalism (C)

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For detailed information, please consult the UNESCO Competency Framework.

REQUIRED QUALIFICATIONS

Education

• Completed secondary, technical, and/or vocational education.

 

Work Experience

• A minimum of three (3) years of relevant work experience in archives, archive management or a related field. 

 

Skills and competencies

• Strong organizational skills, ability to manage multiple tasks, prioritize work and meet deadlines.
• Attention to detail, especially when handling delicate materials or complex information systems.
• Ability to identify and resolve issues, whether a technical problem with a database or a user query.
• Ability to communicate effectively with users, colleagues, and other stakeholders.
• Proficiency in using office applications and archival software and databases (ICA-AtoM), as well as a basic understanding of information technology.

 

Physical Requirements

• Ability to lift and move heavy boxes and materials.
• Ability to handle delicate materials, such as archival documents, books, and manuscripts.

 

Languages

• Excellent knowled