Archives Assistant

OVERVIEW
**Post Number**: DBS 172
**Grade**: G-4
**Parent Sector**: Bureau for Digital Business Solutions (DBS)
**Duty Station**: Paris
**Job Family**: General Administrative Support
**Type of contract**: Fixed Term
**Duration of contract**: 2 years, renewable
**Application Deadline (Midnight Paris Time)**: 20-MAR-2025
**UNESCO Core Values**: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism
OVERVIEW OF THE FUNCTIONS OF THE POST Long Description
The post is located within Digital Bureau Solutions (DBS), Archives, Library and Records Management Unit (ALR). Under the supervision of the Chief Archivist and the guidance of the Reference Archivist, the Archives Assistant is responsible for filing and retrieving records requested by internal and external users of the institutional archives. He/she facilitates access to the UNESCO Archives and replies to virtual as well as in-person queries from users. The post supports the Reference Archivist in delivering public-facing archival reference services, including receiving visitors to the UNESCO Archives Reading Room.
**The incumbent will**:
Assist in providing access to the archives of the Organization, including replying to archival electronic and in-person information requests, and scheduling visits to the UNESCO Archives Reading Room for external researchers, UNESCO personnel, and Member States.
File and retrieve records in all archival series.
Receive visitors to the Archives Reading Room and help identify and search requested archival materials. Record statistics on Reading Room visitors and services provided to users. Participate when needed in assuring permanence in the Library Reading Room.
Enter information on archival holdings in relevant archival description tools and assist with inventorying physical archives and location management.
Long Description Long Description COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Professionalism (C) - For detailed information, please consult the UNESCO Competency Framework.
REQUIRED QUALIFICATIONS
Education
Completed secondary, technical, and/or vocational education.
Work Experience
A minimum of three (3) years of relevant work experience in archives, archive management or a related field.
Skills and competencies
Strong organizational skills, ability to manage multiple tasks, prioritize work and meet deadlines.
Attention to detail, especially when handling delicate materials or complex information systems.
Ability to identify and resolve issues, whether a technical problem with a database or a user query.
Ability to communicate effectively with users, colleagues, and other stakeholders.
Physical Requirements
Ability to lift and move heavy boxes and materials.
Ability to handle delicate materials, such as archival documents, books, and manuscripts.
Languages
Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.
DESIRABLE QUALIFICATIONS
Work Experience
Experience in assisting in the development and implementation of valorization programs, such as exhibitions, publications, and digital initiatives.
Skills and competencies
Ability to adapt to changing technologies and work environments.
Willingness to stay updated on the latest trends and developments in the field of archival reference and access.
Interest in UNESCO history.
Languages
Knowledge of another official language of UNESCO (Arabic, Chinese, Russian and/or Spanish).
BENEFITS AND ENTITLEMENTS
UNESCO’s salaries consist of a basic salary and other benefits which may include if applicable: 30 days annual leave, family allowance, medical insurance, pension plan etc.
The approximate annual starting salary for this post is 39 422 Euros €.
For full information on benefits and entitlements, please consult our Guide to Staff Benefits.
SELECTION AND RECRUITMENT PROCESS
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UNESCO does not charge a fee at any stage of the recruitment process.