Archives Assistant G4, (Nairobi) at UN Human Settlements Program 128 views1 applications


VACANCY ANNOUNCEMENT
Issued on: 13 FEBRUARY 2017

ORGANIZATIONAL LOCATION: UN-HABITAT – Management and Operations Division

DUTY STATION: NAIROBI

FUNCTIONAL TITLE: ARCHIVES ASSISTANT G4

DURATION: 2 YEARS

CLOSING DATE: 27 February 2017

BACKGROUND
UN-Habitat Archives and Records Management programme ensures proper records keeping system and archiving of documents to support institutional memory and encourage organization learning, with the major objective of ensuring timely provision of information to support decision making.

RESPONSIBILITIES
Under the Supervision of Head Knowledge Management Support, Division of Management and Operations, the incumbent is responsible for supporting the Agency Archives and Records management programme under the following terms of reference;

  1. Supports the management of UN-Habitat Archives; ensuring that records are properly stored, safe-guarded and available for reference by authorized staff members;
  2. Arrange and assist with transfers of records from offices to the Record center, and provide retrieval services for Staff.
  3. Process new acquisition of records in accordance with the approved procedures and guidelines, ensuring that transferred records meet the required standards and are stored securely,
  4. Support the implementation of UN-Habitat Records Disposition Projects for physical and electronic records by coordinating with relevant UN-Habitat staff concerning secondary storage; ensuring proper preparation of background information.
  5. Implement records disposal procedures by liaising with relevant section coordinators to ensure that the disposed records are guided by the organization retention schedule, in support of disposition decisions
  6. Create and maintain manual accession register for transferred records to support of reference, archival arrangement and descriptions.
  7. Participate in the appraisal and processing of legacy record according to identified records groups and series, and provide relevant assistance to users regarding access to documents stored in the records Center and the Archives.
  8. Participate in the archival arrangement and description of records according to the agreed standards and administrative histories and provide records content analysis for purposes of series description.
  9. Coordinate the delivery of correspondences from UN-Habitat to UNON, Mail and Pouch Unit, and other UN offices as required, ensuring efficient and timely delivery of official mail to respective offices both internally and externally.
  10. Update systematically the UN-HABITAT Intranet Staff Directory, ensuring quality control and currency of the information.
  11. Scan and upload documents on Performance, Accrual and Accounting System (PAAS) Knowledge Resource Page as required
  12. Undertake any other duty as assigned by the Head of Division or Unit

EDUCATION
Completion of secondary level education. A Diploma or post-Secondary training in Archives and Records Management or a related Information Management field desired. Knowledge of IT, Registry, Mail and Pouch and added advantage.

WORK EXPERIENCE
Five years progressive experience in the field of Archives Administration and Records management, including managing records life-cycle in both paper and electronic format.

LANGUAGE SKILLS
English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Working knowledge of other UN official languages is an asset.

How to apply:

Applications should include:

  • Cover memo or motivation letter (maximum 1 page)
  • Summary CV (maximum 2 pages), indicating the following information:
  • Educational Background (incl. dates)
  • Professional Experience (assignments, tasks, achievements, duration by years/ months)
  • Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)
  • Expertise and preferences regarding location of potential assignments
  • Expectations regarding remuneration
  • UN Personal History Form (please use the United Nations standard personal history form available upon request or via: http://www.unhabitat.org/content.asp?typeid=24&catid=435&id=3867)
  • Proof of relevant work (at least two)

Please be advised that since April 15th 2010, applicants for consultancies must be part of the
UN-HABITAT e-Roster in order for their application to be considered. You can reach the e-Roster
through the following link: http://e-roster.unhabitat.org

All applications should be submitted to:

Subject: Application for Archives Assistant G4 and [Name of Applicant……]

Email: [email protected]

Deadline for applications: 27 February 2017

UN-Habitat does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: [email protected]

More Information

  • Job City Nairobi
  • This job has expired!
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The United Nations Human Settlements Programme (UN–Habitat) is the United Nations agency for human settlements and sustainable urban development. It was established in 1978 as an outcome of the First UN Conference on Human Settlements and Sustainable Urban Development (Habitat I) held in Vancouver, Canada in 1976. UN-Habitat maintains its headquarters at the United Nations Office at Nairobi, Kenya. It is mandated by the United Nations General Assembly to promote socially and environmentally sustainable towns and cities with the goal of providing adequate shelter for all. It is a member of the United Nations Development Group.The mandate of UN-Habitat derives from the Habitat Agenda, adopted by the United Nations Conference on Human Settlements (Habitat II) in Istanbul, Turkey, in 1996. The twin goals of the Habitat Agenda are adequate shelter for all and the development of sustainable human settlements in an urbanizing world.

Since October 2010 the Executive Director is Joan Clos, former mayor of Barcelona and Minister of Industry, Tourism and Trade of the Government of Spain.

The UN-Habitat mandate is also derived from General Assembly resolution 3327 (XXIX), by which the Assembly established the United Nations Habitat and Human Settlements Foundation; resolution 32/162, by which the Assembly established the United Nations Centre for Human Settlements (Habitat); and resolution 56/206, by which the Assembly transformed the Commission on Human Settlements and the United Nations Centre for Human Settlements (Habitat), including the United Nations Habitat and Human Settlements Foundation, into UN-Habitat. The mandate of UN-Habitat is further derived from other internationally agreed development goals, including those contained in the United Nations Millennium Declaration (Assembly resolution55/2), in particular the target on achieving a significant improvement in the lives of at least 100 million slum-dwellers by the year 2020; and the target on water and sanitation of the Plan of Implementation of the World Summit on Sustainable Development, which seeks to halve, by the year 2015, the proportion of people without sustainable access to safe drinking water and basic sanitation. Through Assembly resolution 65/1, Member States committed themselves to continue working towards cities without slums, beyond current targets, by reducing slum populations and improving the lives of slum-dwellers.

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0 USD Nairobi CF 3201 Abc road Contract , 40 hours per week United Nations Human Settlements Programme (UN–Habitat) VACANCY ANNOUNCEMENT Issued on: 13 FEBRUARY 2017ORGANIZATIONAL LOCATION: UN-HABITAT – Management and Operations DivisionDUTY STATION: NAIROBIFUNCTIONAL TITLE: ARCHIVES ASSISTANT G4DURATION: 2 YEARSCLOSING DATE: 27 February 2017BACKGROUND UN-Habitat Archives and Records Management programme ensures proper records keeping system and archiving of documents to support institutional memory and encourage organization learning, with the major objective of ensuring timely provision of information to support decision making.RESPONSIBILITIES Under the Supervision of Head Knowledge Management Support, Division of Management and Operations, the incumbent is responsible for supporting the Agency Archives and Records management programme under the following terms of reference;
  1. Supports the management of UN-Habitat Archives; ensuring that records are properly stored, safe-guarded and available for reference by authorized staff members;
  2. Arrange and assist with transfers of records from offices to the Record center, and provide retrieval services for Staff.
  3. Process new acquisition of records in accordance with the approved procedures and guidelines, ensuring that transferred records meet the required standards and are stored securely,
  4. Support the implementation of UN-Habitat Records Disposition Projects for physical and electronic records by coordinating with relevant UN-Habitat staff concerning secondary storage; ensuring proper preparation of background information.
  5. Implement records disposal procedures by liaising with relevant section coordinators to ensure that the disposed records are guided by the organization retention schedule, in support of disposition decisions
  6. Create and maintain manual accession register for transferred records to support of reference, archival arrangement and descriptions.
  7. Participate in the appraisal and processing of legacy record according to identified records groups and series, and provide relevant assistance to users regarding access to documents stored in the records Center and the Archives.
  8. Participate in the archival arrangement and description of records according to the agreed standards and administrative histories and provide records content analysis for purposes of series description.
  9. Coordinate the delivery of correspondences from UN-Habitat to UNON, Mail and Pouch Unit, and other UN offices as required, ensuring efficient and timely delivery of official mail to respective offices both internally and externally.
  10. Update systematically the UN-HABITAT Intranet Staff Directory, ensuring quality control and currency of the information.
  11. Scan and upload documents on Performance, Accrual and Accounting System (PAAS) Knowledge Resource Page as required
  12. Undertake any other duty as assigned by the Head of Division or Unit
EDUCATION Completion of secondary level education. A Diploma or post-Secondary training in Archives and Records Management or a related Information Management field desired. Knowledge of IT, Registry, Mail and Pouch and added advantage.WORK EXPERIENCE Five years progressive experience in the field of Archives Administration and Records management, including managing records life-cycle in both paper and electronic format.LANGUAGE SKILLS English and French are the working languages of the United Nations Secretariat. For this position, fluency in oral and written English is required. Working knowledge of other UN official languages is an asset.How to apply:Applications should include:
  • Cover memo or motivation letter (maximum 1 page)
  • Summary CV (maximum 2 pages), indicating the following information:
  • Educational Background (incl. dates)
  • Professional Experience (assignments, tasks, achievements, duration by years/ months)
  • Other Experience and Expertise (e.g. Internships/ voluntary work, etc.)
  • Expertise and preferences regarding location of potential assignments
  • Expectations regarding remuneration
  • UN Personal History Form (please use the United Nations standard personal history form available upon request or via: http://www.unhabitat.org/content.asp?typeid=24&catid=435&id=3867)
  • Proof of relevant work (at least two)
Please be advised that since April 15th 2010, applicants for consultancies must be part of the UN-HABITAT e-Roster in order for their application to be considered. You can reach the e-Roster through the following link: http://e-roster.unhabitat.orgAll applications should be submitted to:Subject: Application for Archives Assistant G4 and [Name of Applicant…...]Email: [email protected]Deadline for applications: 27 February 2017UN-Habitat does not charge a fee at any stage of the recruitment process. If you have any questions concerning persons or companies claiming to be recruiting on behalf of these offices and requesting the payment of a fee, please contact: [email protected]
2017-02-27

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