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Associate Archivist job at UNHCR
Posted by: ugashare-Volunteer
Posted date: 2025-Jan-21
Location: Kampala
Vacancy title:
Associate Archivist [ Type: FULL TIME , Industry: Nonprofit, and NGO , Category: Management ]
Jobs at: UNHCR
Deadline of this Job:
Tuesday, February 04 2025 Duty Station:
Within Uganda , Kampala, East Africa
Summary
Date Posted: Tuesday, January 21 2025, Base Salary: Not Disclosed Similar Jobs in Uganda
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JOB DETAILS:
Organizational Setting and Work Relationships
This job may exist in HQ, Bureau, or Country Operations. The incumbent may report to the Records and Archives Section, a Bureau or a country operation. In both cases, the job should follow the Records and Archives policies, standards, and guidance. The incumbent may supervise staff and work in partnership with other information management related functions. The role is to implement best practices for managing UNHCR's information during the complete lifecycle, from the planning and creation stage until the disposition of temporary information or ipreservation in UNHCR's archives.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR's core values of professionalism, integrity and respect for diversity.
Duties
These are the expected duties for all P2 archivist
- Implement programs for the organization, preservation, integrity, authenticity, and accessibility of records.
- Apply UNHCR's access policy to information and archives.
- Assist in the implementation and administration of records management, archives, and digital preservation platforms
- Assist in developing guidance and best practices on information and records and archives management.
- Apply records schedules to physical and digital records
- Assist in the development and implementation of strategies for the digitization of physical records for access and preservation.
- Assist units and offices in HQ and Field to transfer physical and digital information of long-term value.
- Participate in outreach activities.
- Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).
- Perform other duties related to the management of information and records, and archives.
The lists below show additional duties is the job focuses on
a) Records management
- Facilitate the implementation of the records and archives management policy and advise on information governance for digital and physical material.
- Provide training on how to manage information, transfer knowledge, and use institutional memory.
- Contribute to the development of Standard Operating Procedures (SOPs on information and records and archives management),
- Oversee the disposition process;
- Contribute to the creation of MS Teams or Share Point sites and map content to e-SAFE or other records and archives management systems.
- Support Records Management focal points.
- Promote information governance best practices.
- Identify and provide context on material for the Archives in digital and physical format and facilitate the transfer.
b) Research and access
- Manage and document communications with internal and external researchers seeking access to UNHCR's information resources.
- Advise researchers on the availability of and restrictions on archives collections, offering guidance to identify relevant research content where required.
- Conduct on-demand research on behalf of UNHCR staff members when necessary, assisting and advising on archives collections of relevance to their subject.
- Take the lead in conducting declassification activities following UNHCR access policy.
- Analyze research trends to anticipate future access demand and to assist in resource allocation.
- Coordinate and participate in the supervision of researchers in the archives reading room.
- Undertake archival description tasks and creation of finding aids.
- Undertake catalog development tasks including preparing data for upload to UNHCR's archives catalog, improving existing catalog descriptions where required.
c) Digital preseravation
- Responsible for the day to day running of web archive service
- Assist in pre-ingest preparation of data sets
- Assist in secure transfer of data sets
- Assist in the implementation of the Digital Preservation System (DPS)
- Assist in the management of digital curation and preservation tasks, looking at critical functions within DPS, in particular, the preparation of Submission Information Packages for the Digital Preservation -System
- Assist in ingest of electronic content into the DPS
- Assist in planning and assessment of Digitization projects
- Assist in the development of policies and procedures relating to Digital Preservation
- Assist in integrations between the DPS and other critical UNHCR systems
- Participate in the management of long term preservation projects with DIST and external parties
- Assist in d the development of additional RAS initiatives related to the care of born-digital materials
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P2/NOB - 3 years relevant experience with Undergraduate degree; or 2 years relevant experience with Graduate degree; or 1 year relevant experience with Doctorate degree
Field(s) of Education
Information Management; Archival Management; History;
or other relevant Field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
Archives/Record Management
(Certificates and Licenses marked with an asterisk* are essential)
Relevant Job Experience
Essential
3 years of experience in progressively responsible functions in relation to archives and records management in a large organisation that deals with both sensitive and non-sensitive materials. Experience with Enterprise Content Management systems with Records Management capacity. Sound operational knowledge and experience of office automation and electronic records management. Experience with digital archives with knowledge of current trends, tools, best practices, policy development, and issues associated with electronic records and their preservation. Familiarity with archival metadata standards. Sound knowledge of Digital Preservation theory and practise. Proven ability to deal with multiple tasks in a courteous and service-oriented manner in demanding working conditions that often have short deadlines.
Desirable
Knowledge and exposure to UNHCR Mandate, its principles and policies towards refugees and the persons of concern to UNHCR. Experience with Web Archiving and Digital Preservation Systems.
Functional Skills
IM-Digital preservation and continuity
RC-Archives-Audio Visual Archives
RC-Digital archives delivery and management
RC-Enterprise content and records management systems
RC-Information appraisal
RC-Records and archives program implementation
RC-Records Management and Archives Principles, Practices and Standards
RC-Records Management Systems
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination and abuse of power.
As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.
This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.
Desired Candidate Profile
Nature of Position
The incumbent is responsible for organizing the archive, checking the validity of documents, disposing of outdated documents, and converting old hard copy archives to digital versions. The incumbent would support the setting up of a filing system to organize current and future documents. This would include engaging existing staff to ensure they understand their role in the filing system and have the skills to file documents independently. The incumbent would help to identify an overall focal point and unit focal points to ensure monitoring of the systems moving forward. This role ensures that individual file management in UNHCR Offices is carried out as per relevant Standard Operating Procedures (SOPs) and that file storage spaces meet safety, confidentiality, and safety standards.
Duties and Responsibilities:
The Associate Archivist will be based in Kampala, working as part of the Administration team. He/she will:
Records Management and Archives
• Apply UNHCR's access policy to information and archives.
• Implement and administrate records management, archives, and digital
preservation platforms.
• Develop guidance and best practices on information and records and
archives management based on lessons learned/challenges identified in
the existing system
• Prepare and apply records schedules to physical and digital records.
• Assist units and offices in transfer physical and digital information of long-
term value.
• Facilitate the implementation of the records and archives management
policy and advise on information governance for digital and physical
material.
• Develop Standard Operating Procedures (SOPs) on information and records
and archives management.
• Oversee the disposition process.
• Contribute to the creation of MS Teams or SharePoint sites and map
content to e-SAFE or other records and archives management systems.
• Support Records Management focal points.
Training and Outreach
• Provide training on how to manage information, transfer knowledge, and
use institutional memory.
• Participate in outreach activities.
• General
• Perform other duties related to the management of information and
records, and archives.
Functional Clearance
This position doesn't require a functional clearance
Required languages (expected Overall ability is at least B2 level)
Desired languages
Additional Qualifications
Skills
IM-Digital preservation and continuity, RC-Audiovisual archives (appraisal, standards, preservation, description), RC-Digital archives delivery and management, RC-Enterprise content and records management systems, RC-Information appraisal, RC-Records and archives program implementation, RC-Records Management and Archives Principles, practices and Standards, RC-Records management functional systems administration
Education
Bachelor of Arts (BA): Archival Management, Bachelor of Arts (BA): History, Bachelor of Arts (BA): Information Management
Certifications
Archives/Record Management - Other
Work Experience
Job Experience: No Requirements
Work Hours: 8
Experience in Months:
Level of Education: Bachelor Degree Job application procedure
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