Org. Setting and Reporting
The Department of Operational Support was established to provide operational advisory services to operating entities across the Secretariat, including other departments, offices-away-from headquarters, field missions, and regional commissions. The Facilities and Commercial Activities Service (FCAS) operates the Headquarters complex, striving to provide effective and efficient planning, management, maintenance and operation for all existing physical facilities and assets at United Nations (UN) Headquarters, New York.
FCAS also supports office and conference facilities, property management, travel and transportation services, archives and records management, mail and pouch operations, catering, giftshop and the United Nations Postal Administration (UNPA). The Archives and Records Management Section (ARMS) manages and preserves UN historical archives, and provides access to UN Archives to Member States, Staff and the public at large, both online through the Archives portal https://archives.un.org and ARMS research room.
This position is located within the Archives Management Unit (AMU), Archives and Records Management Section (ARMS), Facilities and Commercial Activities Service (FCAS), Division of Administration (DOA), in the Department of Operational Support (DOS). The incumbent reports directly to the Information Management Officer in the Archives Management Unit.
Responsibilities
Within delegated authority, the Archives Assistant will be responsible for the following duties:
Facilitates the accessioning of non-current paper and digital records by supporting client offices and field missions on the procedures, including the completion of forms, and the provision of file lists and related accessioning documentation; arranges for the delivery of boxes to transferring offices; manages temporary storage areas at Headquarters (HQ) and monitors United Nations movers during the transfer of records between HQ and ARMS.
Facilitates intellectual control over transferred records by checking files received against transfer lists to ensure correct arrangement and completeness, noting anomalies where necessary; sorting digital and paper accessions into series order to ensure their correct arrangement in appropriate digital and physical storage; moves boxes within physical storage areas for archival processing or retrieval purposes; and makes locational changes in the Archives and Records Management Section (ARMS) database.
Supports the digitization, rehousing, preservation, and arrangement and description of paper archives in accordance with ARMS standards and under the supervision of the ARMS archivists.
Facilitates disposal by separating scheduled from non-scheduled records according to the Section's established instructions; prepares disposable records for the carting facility; and witnesses records destruction as necessary.
Under guidelines established by United Nations or contractual archivist(s), removes defined ephemeral materials; reviews file titles and folder arrangement to ensure conformity with the ARMS Description Manual or ad-hoc standards; re-folders records and stamps new folders with location and other established identifiers; and enters folder, box, and series descriptors into the ARMS database.
Responds to internal requests by searching traditional findings aids and/or the ARMS database to locate records, retrieving files and preparing records for dissemination to client offices.
Responds to external requests by assisting researchers in the completion of data and records request forms and delivering items requested, and supports researchers in ARMS research facility.
Safeguards records by delivering security-classified records to the ARMS access/declassification officer for screening, verifying that internal requestors are authorized to receive loans, coordinating changes in the Authorized Users List with the Office of Human Resources (OHR) and issuing clearances for separating staff with no outstanding loans.
Maintains accurate location records by registering charge-outs, loans and returns in the ARMS database and returning files to their original shelf locations. Using a barcode scanner and ARMS records management system, scans box labels to control their physical movement.
Drafts routine correspondence for review and signature of ARMS Information Management Officers.
Undertakes administrative functions related to the daily operations of the unit, including maintenance of ARMS Central File at ARMS, IT and applications operations connected with requisitioning and contracts including ARMS off-site storage contracts, maintenance of supply stores, arranging for the servicing of telephones and other technical equipment, and mail delivery and documents distribution; assumes other duties as assigned. Monitors the environmental controls and physical security of repositories.
Competencies
PROFESSIONALISM: Knowledge of archives/records management or registry work. Ability to undertake independent research, maintain records in a systematic fashion and to retrieve necessary materials with maximum speed and accuracy. Ability to identify and assess issues and develop accurate retrieval tools for relevant records. 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. Committed to implementing the goal of gender equality by ensuring the equal participation and full involvement of women and men in all aspects of work. 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. 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.
Education
High school diploma or equivalent is required.
Work Experience
A minimum of three (3) years of experience in documents/records management is required. Experience performing clerical functions is required. Experience working in a records or archives center is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this job opening, English is required. The table below shows the minimum required level for each skill in these languages, according to the UN Language Framework (please consult https://languages.un.org for details).
Required Languages
Language | Reading | Writing | Listening | Speaking
English | UN Level III | UN Level III | UN Level III | UN Level III
Assessment
Evaluation of qualified candidates may include an assessment exercise which may be followed by a competency-based interview.
Special Notice
The appointment against this position is limited to the Department of Operational Support. Appointment against this post is open for an initial period of one year and may be subject to extension subject to legislative body funding availability. Staff members are subject to the authority of the Secretary General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
This position is subject to local recruitment pursuant to staff rule 4.4 of the United Nations Staff Rules. All staff in the General Service and related categories shall be recruited in the country or within commuting distance of each office, irrespective of their nationality and of the length of time they may have been in the country. A staff member subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international recruitment.
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.
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. Reasonable accommodation may be provided to applicants with disabilities upon request, to support their participation in the recruitment process.
By accepting a letter of appointment, staff members are subject to the authority of the Secretary-General, who may assign them to any of the activities or offices of the United Nations in accordance with staff regulation 1.2 (c). Further, staff members in the Professional and higher category up to and including the D-2 level and the Field Service category are normally required to move periodically to discharge functions in different duty stations under conditions established in ST/AI/2023/3 on Mobility, as may be amended or revised.
This condition of service applies to all position specific job openings and does not apply to temporary positions. Applicants are urged to carefully follow all instructions available in the online recruitment platform, inspira, and to refer to the Applicant Guide by clicking on “Manuals” in the “Help” tile 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. All external candidates recruited in accordance with section 2.2
(a) of ST/AI/2025/3 for a fixed term appointment without limitation and all external candidates recruited in accordance with section 2.2.
(c) of ST/AI/2025/3 for a fixed term appointment limited to the entity are subject to an initial probationary period of one year under a fixed-term appointment. Job openings advertised on the Careers Portal will be removed at 11:59 p.m. (New York time) on the deadline date.