Administrative Associate

The UNICEF Archives’ goal is to take a systemic approach to preserving the organization’s institutional heritage. It aims to provide improved archival preservation of both physical and digital materials and creating platforms for access through developing viable archival descriptions as well as engaging modern access platforms that satisfy client research needs. The Archives also aims to engage technology solutions through making use of new digital preservation capabilities. These goals will be implemented in line with the organizational strategy and information management requirements of stakeholders in various business areas.

The purpose of the establishment of the Administrative Associate (TA) is to support the Archives Unit to lead and facilitate the disposal of warehouse assets, and transmission of assets earmarked for continued retention at the new offsite storage premises once identified.

The Administrative Associate will work under the supervision of the Archivist to ensure the warehouse assets are timely disposed as accurately and appropriately, and facilities returned back to the owner at the state before leasing, which involves monitoring and ensuring that restoration/rehabilitation works are completed by August 2025. In addition, the Administrative Associate will perform archives processing and related archives management duties in the Archives to assist with clearing of backlog in the Archives. 

How can you make a difference?

KEY RESPONSIBILITIES

• Assist in identifying ownership of assets, document, create lists, recommend appropriate disposal action for each set of assets, and coordinate with responsible offices on appropriate action.
• Facilitate, in liaison with responsible offices, the disposal of assets marked for disposal in conjunction with the Project Review Board (PRB), including move of assets to new storage.
• Serve as focal point for administrative coordination, liaison with Divisions throughout the decommissioning process, including coordinating for meetings to discuss ongoing initiatives and implementation toward achievement of goals, process invoices and follow up payments.
• Perform archives processing on physical records.
• Support the digital preservation programme and associated activities in the Archives.
• Performs any other relevant duties, as required.

DELIVERABLES

• Assets lists developed according to responsible offices
• Disposal plans developed and implemented
• Warehouse cleared of all assets
• Warehouse restored and brought back to initial state before leasing
• Physical records processed

To qualify as an advocate for every child you will have…

Academic Degree:

• Completion of secondary education is required. Preferably supplemented with a university qualification in Archival Studies or related field.

Professional Experience:

• A minimum of two (2) years of administrative experience in a commercial, industrial, or public-sector organization with skills in office record management, and project support.

Other Skills and Qualifications:

• Highly organized and process oriented.
• Strong understanding and adherence to confidentiality.
• Good written and oral communication skills, including the ability to present findings clearly and concisely, to raise awareness with senior colleagues.
• Ability to work in a team and to maintain effective working relationships in a multicultural environment.
• Office records management and project support.
• Strong computer literacy, familiarity with standard office applications.
• Language Requirements: Fluency in English is required. Knowledge of another United Nations (UN) language (Arabic, Chinese, French, Russian, Spanish) will be considered an asset.

Source: https://jobs.unicef.org/cw/en-us/job/574188