Digital Archives Assistant

Under the overall authority of the Chief Information and Technology Officer and the direct supervision of the Head of Unit (Chief Archivist), the Digital Archives Assistant provides key support for electronic records and archives management within the Secretariat, both at Headquarters and in Field Offices, Institutes, and Centres.

The Digital Archives Assistant works as part of a team responsible for developing and implementing UNESCO’s e-records and archives management systems to efficiently capture digital assets. He/she is therefore required to perform tasks aligned with the overall objective of ensuring good record-keeping practices and conditions within the Organization. These responsibilities require the incumbent to have solid experience in, and a strong understanding of, the Organization as a whole, particularly in records management and archives.    

He/she implements policies, procedures, and guidelines concerning the life cycle of electronic records, including their creation, appraisal, organization, preservation or disposal, and access to all current, active, and inactive electronic records and archives.

The incumbent is responsible for managing a sustainable infrastructure for collecting, processing, and preserving digital materials across the Organization and making them accessible to staff and researchers. This includes deploying that infrastructure to ensure that historically significant digital institutional records are permanently preserved and accessible.

The key responsibilities of the role are as follows:

Implement and monitor UNESCO’s electronic records and archives management systems and procedures to effectively capture, preserve, and make available all Secrétariat electronic records, including electronic documents, web content, and emails. Support the development of these systems and procedures. 

Provide records management guidance and training to personnel across all units of the Secrétariat, both at Headquarters and in the Field, with a focus on electronic record procedures and practices.

Manage the UNESCO Web Archive by monitoring the capture process, enforcing collection management rules, coordinating internal communication regarding the web archiving strategy, implementing quality assurance processes, and collaborating closely with vendor project management and technical support. Manage the UNESCO Emails Archive by defining capture processes, collection management rules, access policies, and retention periods.

Survey the current digital landscape within the Secrétariat, including digitized collections, born-digital files on current and legacy media, and other born-digital materials. Contribute to the development and documentation of workflows and procedures for accessioning, processing, describing, preserving, and providing access to digital records and digital assets in archival collections. 

Support records management and archive-related activities, including paper records transfers, liaising with external partners and vendors, and assisting the Chief Archivist in organizing UNESCO history-related activities such as communication, international conferences, meetings, and publications.

Additional activities that may be required to ensure the success of the work team.

Required Qualifications:

Education:

• Completed secondary, technical and/or vocational education.

Work Experience:

• A minimum of five (5) years of relevant professional experience in records management and archives, particularly in electronic records.
• Experience in developing and implementing electronic records and archives management systems.
• Experience managing digital materials and physical records, including born-digital and digitized collections.

Skills and competencies:

• Strong understanding of archival principles and records management.
• Knowledge of web archiving and email archiving processes.
• Ability to manage multiple tasks, prioritize work, and meet deadlines.
• A keen eye for accuracy and precision, especially when verifying documents prior to publication.
• Ability to identify and resolve issues, particularly of technical nature with a file or a process.
• Good communication and interpersonal skills to effectively interact with colleagues and stakeholders.
• Proficiency in workflow development and documentation for digital records, proficiency in electronic records management systems.

Languages:

• Excellent knowledge (written and spoken) of English or French and good knowledge of the other language.

Source: https://careers.unesco.org/job/Paris-Digital-Archives-Assistant/814389602/