Job Title: Archives Assistant (4 UN Jobs)
Organisation: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Reports to: Service Line Manager and Team Lead.
Job Opening Number: 23-Documentation and Information -RSCE-217275-R-Entebbe (R)
Grade: G5
About US:
The Regional Service Centre in Entebbe, Uganda (RSCE) was established in July 2010, following the adoption of General Assembly resolution 64/269. The Centre provides efficient, client-oriented and scalable services with the goal of moving transactional, non-location dependent administrative functions to the Centre from its client entities. This includes transactional elements of human resources, finance, multimodal movement and control, personnel and cargo transport and information and communications technology (ICT) support.
Job Summary: This position is in the Archives and Records Management Unit (ARMU) of the Regional Service Centre in Entebbe (RSCE). The Archives Assistant will report to the Information Management Assistant who oversees the Archives and Records Management Unit.
Key Duties and Responsibilities: Within delegated authority, the Archives Assistant will be responsible for the following duties:
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.
Qualifications, Skills and Experience:
- The applicant for the United Nations Regional Service Centre Entebbe (RSCE) Archives Assistant job should hold a High school diploma or equivalent. Required.
- At least five 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.
- A Diploma or post-Secondary training in Archives and Records Management or a related Information Management field is desirable.
- Languages: fluency in English is required. Knowledge of another official United Nations language is an advantage.
Competencies
- Professionalism: Knowledge of archives/records management or registry work. 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. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
- 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.
- 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.
How to Apply:
All candidates who wish to join the United Nations should apply online at the link below.
Deadline: 27th October 2023