Job Opening

Posting Title: Archives Assistant, FS5
Job Code Title: ARCHIVES ASSISTANT
Department/Office: United Nations Investigative Team for Accountability of Da’esh/ISIL
Duty Station: BAGHDAD
Posting Period: 06 October 2021 - 26 October 2021
Job Opening Number: 21-Documentation and Information -UNS-SPM UNITAD-164835-R-Baghdad (M)
Staffing Exercise N/A
United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting

This position is located within the United Nations Investigative Team to promote Accountability for Crimes Committed by Da’esh/ISIL in Iraq and the Office Evidence Management, Information System unit, Iraq. The Archives Assistant reports to the Head of the Information and Evidence Management Unit in the Office of Evidence Management.

UNITAD was established by the Secretary-General pursuant to Security Council resolution 2379 (2017), according to which it is mandated to support domestic efforts to hold ISIL (Da'esh) accountable by collecting, preserving and storing evidence in Iraq of acts that may amount to war crimes, crimes against humanity.

Responsibilities

Within limits of delegated authority, the Archives Assistant will be responsible for the following duties:

Archives and Records Management:

• Oversee and manage the field mission Archives; ensuring that documentation is properly stored and safe-guarded and available for reference by authorised field mission staff members.
• Oversee records accessioning operations by supervising and guiding staff in receiving transfers, ensuring the application of retention schedules, and the establishment of links to previous accessions.
• Manage records-storage operations by approving space allocations and associated accessions and database updating; responding to problems that arise with solutions; and monitoring environmental quality controls.
• Participates in planning and organizing of on-site digitization projects to collect evidence from Iraqi ministries and courts.
• Advised digitization/scanning and e-discovery teams on developing policies, protocols, finding aids, best practices, and specification documents related to digitization, archival, duplication, and transfer of paper and electronic evidence.
• Manage contractually stored records by facilitating the establishment of contracts and monitoring compliance; supervise the preparation of records for transfer to commercial storage; ensure retention schedules are applied and initiate reappraisals and disposals in consultation with archivists.
• Establish archival procedures and supervise archival arrangements and description operations performed by Unit staff.
• Oversee reference and research operations and supervise reference staff in records identification, retrieval, and reproduction services.
• Supervise and direct access and declassification reviews by monitoring the screening of records for security-classified materials, approves declassification review requests and ensures the Unit database is properly updated.

Documents:

• Manage the provision of research and document delivery services provided by the Unit and prepare related reports for the supervisor and senior management.
• Decide on changes in practices and procedures in order to improve efficiency and effectiveness of services provided.
• Evaluate statistics on services, systems and workload of the Unit, and prepare related reports for the supervisor and senior management, making improvements and changes where required.

General:

• Prepare budget submissions related to the operation of the Information Management Unit; draft narrative justifications for the proposed budget and monitor budget expenditures once approved.
• Consult and advise other units/sections throughout the field mission to identify and plan the provision of information management services and ensure the efficient provision of such services.
• Prepare work output and progress reports on the work of the Unit for the supervisor and senior management.
• Perform other duties as assigned by the supervisor.

Work implies frequent interaction with the following:

Unit supervisors plus archives, records management, library, distribution, evidence management, and information technology staff throughout the mission and staff in records-originating and user offices plus other user clients. Warehousing staff of the field mission and local contractors. Counterparts in other local United National agencies and in HQ.

Results Expected:

Efficient and effective planning and supervision of operational activities needed to maintain Information and Evidence Management Unit operation including preservation and servicing of records and guidance to field mission offices on managing paper-based and electronic records, timely engagement of vendors/consultants as required, disbursement of financial obligations and development of accurate retrieval tools for field mission records. Well trained and performing staff in the Information Management Unit.

Competencies

Professionalism:
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.

Planning and organizing:
Develops clear goals that are consistent with agreed strategies. Identifies priority activities and assignments; adjusts priorities as required. Allocates appropriate amount of time and resources for completing work. Foresees risks and allows for contingencies when planning. Monitors and adjusts plans and actions as necessary. Uses time efficiently.

Communication:
Speaks and writes clearly and effectively. Listens to others, correctly interprets messages from others and responds appropriately. Asks questions to clarify, and exhibits interest in having two-way communication. Tailors language, tone, style and format to match the audience. Demonstrates openness in sharing information and keeping people informed.

Education

High school or equivalent diploma is required. Technical or vocational certificate and/or training in library, archives or records management techniques and systems or related fields is a requirement. Training and/or certification in automated information systems applicable to documentation, records management, information networks and archives is required.

Job - Specific Qualification

Membership in and/or certifications from well-recognized information-governance, records management, or information management organizations.

Project management training and certification.

Work Experience

At least 8 years of progressively responsible experience in the field of archives and records management work is required.

Experience with document-digitization projects is required.

Experience with evidence management and electronic-discovery systems, including familiarity with Relativity or similar document-review platforms is desirable.

Experience handling, registering, and managing evidentiary material is desirable.

Languages

Fluency in spoken and written English is required. Knowledge of a Arabic is an advantage. .

Assessment

Evaluation of qualified candidates may include an assessment exercise which will be followed by competency-based interview.

Special Notice

Fully vaccinated status for COVID-19 or willingness to be fully vaccinated for COVID-19 is required for this position.

The United Nations Secretariat is committed to achieving 50/50 gender balance and geographical diversity in its staff. Female candidates are strongly encouraged to apply for this position.

For this position, applicants from the following Member States, which are unrepresented or underrepresented in the UN Secretariat as of 30 April 2021, are strongly encouraged to apply: Afghanistan, Andorra, Angola, Antigua and Barbuda, Bahrain, Belize, Brunei Darussalam, Cabo Verde, Cambodia, China, Comoros, Cuba, Democratic People's Republic of Korea, Djibouti, Dominica, Equatorial Guinea, Gabon, Grenada, Guinea-Bissau, Japan, Kiribati, Kuwait, Lao People's Democratic Republic, Lesotho, Liberia, Libya, Liechtenstein, Luxembourg, Marshall Islands, Federated States of Micronesia, Monaco, Mozambique, Namibia, Nauru, Norway, Oman, Palau, Papua New Guinea, Qatar, Republic of Korea, Russian Federation, Saint Lucia, Saint Vincent and the Grenadines, San Marino, Sao Tome and Principe, Saudi Arabia, Solomon Islands, Somalia, South Sudan, Suriname, Timor-Leste, Turkey, Turkmenistan, Tuvalu, United Arab Emirates, United States of America, Vanuatu, Bolivarian Republic of Venezuela.

At the United Nations, the paramount consideration in the recruitment and employment of staff is the necessity of securing the highest standards of efficiency, competence and integrity, with due regard to geographic diversity. All employment decisions are made on the basis of qualifications and organizational needs. The United Nations is committed to creating a diverse and inclusive environment of mutual respect. The United Nations recruits and employs staff regardless of gender identity, sexual orientation, race, religious, cultural and ethnic backgrounds or disabilities. Reasonable accommodation for applicants with disabilities may be provided to support participation in the recruitment process when requested and indicated in the application.

United Nations Considerations

According to article 101, paragraph 3, of the Charter of the United Nations, the paramount consideration in the employment of the staff is the necessity of securing the highest standards of efficiency, competence, and integrity. Candidates will not be considered for employment with the United Nations if they have committed violations of international human rights law, violations of international humanitarian law, sexual exploitation, sexual abuse, or sexual harassment, or if there are reasonable grounds to believe that they have been involved in the commission of any of these acts. The term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another. The term “sexual abuse” means the actual or threatened physical intrusion of a sexual nature, whether by force or under unequal or coercive conditions. The term “sexual harassment” means any unwelcome conduct of a sexual nature that might reasonably be expected or be perceived to cause offence or humiliation, when such conduct interferes with work, is made a condition of employment or creates an intimidating, hostile or offensive work environment, and when the gravity of the conduct warrants the termination of the perpetrator’s working relationship. Candidates who have committed crimes other than minor traffic offences may not be considered for employment.

Due regard will be paid to the importance of recruiting the staff on as wide a geographical basis as possible. The United Nations places no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. The United Nations Secretariat is a non-smoking environment.

The paramount consideration in the appointment, transfer, or promotion of staff shall be the necessity of securing the highest standards of efficiency, competence, and integrity. By accepting an offer of appointment, United Nations staff members are subject to the authority of the Secretary-General and assignment by him or her to any activities or offices of the United Nations in accordance with staff regulation 1.2 (c). In this context, all internationally recruited staff members shall be required to move periodically to discharge new functions within or across duty stations under conditions established by the Secretary-General.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the Manual for the Applicant, which can be accessed by clicking on “Manuals” hyper-link on the upper right side of the inspira account-holder homepage.

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the evaluation criteria of the job opening and the applicable internal legislations of the United Nations including the Charter of the United Nations, resolutions of the General Assembly, the Staff Regulations and Rules, administrative issuances and guidelines. Applicants must provide complete and accurate information pertaining to their personal profile and qualifications according to the instructions provided in inspira to be considered for the current job opening. No amendment, addition, deletion, revision or modification shall be made to applications that have been submitted. Candidates under serious consideration for selection will be subject to reference checks to verify the information provided in the application.

Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.

No Fee

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