Assistant Archiviste

UN Atlas; Paris; Hybrid; EUR 26,000 - 36,000; Full time

Job summary

UNESCO in Paris is seeking an Assistant Archiviste to provide essential operational support to the Records Management unit, guiding staff through departing procedures and ensuring records integrity during transitions.

The role involves proactive communication, documentation, and tracking, plus assisting with transfer and filing of archives, inventory checks, and use of Microsoft 365 tools to support archiving activities.

Qualifications

• Minimum of one year of relevant professional experience in archival work.
• Experience in a multilingual professional environment is desirable.

Responsibilities

• Guide staff through the complete check-out process for documents and archives.
• Contact individuals, explain check-out steps, respond to inquiries, and provide personalized assistance.
• Ensure required documentation is obtained and check-out is validated within the timeframe.
• Maintain a detailed tracking log of check-out progress.
• Support broader Records Management and archiving tasks, including transfer, sorting and filing of paper archives, and inventory checks.
• Assist in ensuring proper realization and validation of check-outs within the relevant system.

Skills

Organizational skills

Attention to detail

Interpersonal skills

Communication skills

Ability to work independently

Multilingual environment experience

Tools

SharePoint

Power Apps

Excel

Job description

The United Nations Educational, Scientific and Cultural Organization (UNESCO) is a specialized agency of the UN dedicated to fostering international cooperation in education, science, culture, and communication. UNESCO generates and manages a significant volume of documents and data, crucial for its institutional memory and possessing administrative, legal, and historical value. The Records Management unit supports UNESCO personnel in managing and preserving these records, particularly during the staff departure ('check-out') process.

Job Purpose

This role provides essential operational support to the Records Management unit, focusing on assisting staff members with their departure ('check-out') procedures. The incumbent will work closely with the Assistant Records Manager, guiding personnel through the necessary steps for document and archive management as they leave the organization. This position also offers the opportunity to contribute to other Records Management and archiving activities as needed. The primary objective is to ensure an efficient and timely support system for departing staff, maintaining the integrity and accessibility of organizational records throughout the transition period.

Responsibilities

The Assistant Archiviste will be responsible for guiding staff members through the complete check-out process for documents and archives, adhering to established procedures. This includes proactively contacting individuals, explaining the check-out steps, responding to inquiries, and providing personalized assistance. The role involves ensuring all required documentation is obtained and the check-out is validated within the designated timeframe. A key duty is maintaining a detailed tracking log of the progress of check-out procedures. Additionally, the position will support broader Records Management and archiving tasks, such as the transfer, sorting, and filing of paper archives, organizing and storing archives in designated areas, and conducting inventory checks of archival fonds. The incumbent will also assist in ensuring the proper realization and validation of check-outs within the relevant system.

Work Experience

A minimum of one year of relevant professional experience in archival work, specifically in the transfer and filing of archives, is required. Experience in a multilingual professional environment is desirable.

Skills

Proficiency in computer skills, including advanced knowledge of Excel, is necessary. Strong organizational skills, meticulous attention to detail, and the ability to work independently are crucial. Excellent interpersonal and communication skills are required. The capacity to perform occasional physical tasks related to handling and moving archive boxes and documents is also needed. Familiarity with Microsoft 365 applications like SharePoint and Power Apps is a plus.

What candidates and members are discussing

Be the first to add context around this opportunity. Ask something practical or share experience with this organization. Contributions can help future candidates long after the vacancy closes.