Wednesday, August 13, 2014

Archivist. IFRC, Geneva. Open until 31 August 2014

Archivist Date of issue:07-08-2014 Closing date (Geneva time zone):31-08-2014 Duty station:Geneva Country:SWITZERLAND Duty station status: Family Duty Station Accompanied status: Accompanied Duration:2 years Mission dates: 01 September, 2014 - 01 September, 2016 Category of Staff: Geneva Staff Grade: C1 Vacancy No:IFRC00217 Background The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organization, with 189 member National Societies. As part of the International Red Cross and Red Crescent Movement, our work is guided by seven fundamental principles; humanity, impartiality, neutrality, independence, voluntary service, unity and universality. Organizational Context The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world's largest humanitarian organisation with 189 member National Societies. It is guided by its Strategy 2020 which voices our collective vision and determination to move forward in tackling the major challenges that confront humanity in the present decade. The Administration department is part of the Governance and Management Services Business group and covers five units, namely, Building, General Services, Language, Library and Archives, and Insurance management. The Administration Department serves many stakeholders at various levels, such as all business groups at the Federation Secretariat in Geneva, the Federation zone offices and country representation in the field, the Federation Governing board and commissions, the National Societies and many other partners. Its mission is to provide cost-effective day-to-day administrative services that enhance the productivity of the Secretariat as well as to ensure staff safety and wellbeing. As part of its day to day work the Library and Archives Unit makes a vital contribution to the efficient running of the Secretariat. One of the Unit’s roles is to advise Secretariat offices in Geneva and the field on how to manage and care for their electronic and paper records. Another role is to protect the International Federation’s historic records and make them available for research, so that International Federation staff and member National Societies can learn from past actions and decisions, and external researchers can examine the historic role of the International Federation. Job Purpose The Administration department is part of the Governance and Management Services Business group and covers five units, namely, Building, General Services, Language, Library and Archives, and Insurance management. The Administration Department serves many stakeholders at various levels, such as all business groups at the Federation Secretariat in Geneva, the Federation zone offices and country representation in the field, the Federation Governing board and commissions, the National Societies and many other partners. Its mission is to provide cost-effective day-to-day administrative services that enhance the productivity of the Secretariat as well as to ensure staff safety and wellbeing. As part of its day to day work the Library and Archives Unit makes a vital contribution to the efficient running of the Secretariat. One of the Unit’s roles is to advise Secretariat offices in Geneva and the field on how to manage and care for their electronic and paper records. Another role is to protect the International Federation’s historic records and make them available for research, so that International Federation staff and member National Societies can learn from past actions and decisions, and external researchers can examine the historic role of the International Federation. Job Duties and Responsibilities The incumbent of the position will be responsible for: 1. Contributing to the design and delivery of guidelines, procedures and training to Secretariat departments and field offices on the organization and management of the paper and electronic records of the International Federation. 2. Managing the technological resources and information assets entrusted to the archives function and the records management function. 3. Organizing and cataloguing archival records preparatory to the International Federation’s centenary. Records management: 1) Manage the International Federation’s records management processes and filing system. This includes: a) Analysing client departments’ business processes and records. b) Designing and implementing filing classifications and records retention & disposal schedules that are appropriate for the client, meet organisational record-keeping requirements (e.g. audit, legal, historical) and fit within the Secretariat’s standardised filing system, policies and procedures. c) Analysing and appraising the records to identify which records have permanent value and must be transferred from client department to the International Federation’s Archives. d) Arranging with field office managers the timely and efficient transfer of “permanent value” files from field offices to the Archives in Geneva. e) Providing advice and technical support to International Federation managers and staff. 2) When required by the legal status of a field office, coordinate with zone office and a local lawyer the research and identification of relevant record keeping legislation, rules and regulations of the host country, and adapt the archives and records management policies and procedures (including filing classifications and retention and disposal schedules) to meet local legal requirements. 3) Contribute to the design and delivery of training packages to Secretariat staff in Geneva and field offices on how to manage paper and electronic files, and how to use electronic document management and electronic records management systems. Write user manuals for electronic document management and electronic records management systems. Electronic archives: 4) Research, and assist with designing and implementing an organisational strategy for the appraisal and long term preservation of electronic archives. Analyse computer systems and client departments’ business processes, and design approaches and techniques for the identification and preservation of electronic archives, including quality control standards, metadata and cataloguing rules. 5) Implement with IT managers responsible for the development of computer-based, applications that generate records, and promote the integration of records management policies, records appraisal criteria, records retention schedules, and procedures for the disposal of electronic records into existing and future computer applications. 6) Research and design system specifications for the development, implementation and maintenance of electronic document management and electronic records management systems. Coordinate with the Information Services Department on the implementation of electronic document management and electronic records management systems in Geneva and field offices, and for the integration of such systems with other Federation computer applications. Promotion of Archives: 7) Manage arrangement and cataloguing of archival records, analysing the original order and usage of the records, and writing catalogue descriptions that will be meaningful to both internal and external researchers. 8) Provide archival reference services to Secretariat staff, member National Societies, and the general public (e.g. professors and university students, journalists, etc.). Provide support to external researchers to concretize research requests, identify archival records of interest, and direct researchers to the Archives of other organisations (e.g. ICRC, WHO, etc.) which may also hold relevant records. 9) Support the Manager Archives, in promoting and facilitating the use of archival records as sources of knowledge to staff in the Secretariat departments and field offices, and to National Societies. 10) Promote the archival records as source materials for preparing the Federation’s Centenary celebrations. 11) Assist the Manager Archives, with the preparation and running of statutory meetings, as well as performing tasks assigned by the Head, Administration Department. Education University degree specializing in archival science/records management Experience Required Five year’s work experience in archival and records management Preferred Experience in managing and preserving electronic records Experience in developing training tools and delivering training to adults Knowledge, skills and languages Required Ability to work in small teams, and to develop and maintain good working relationships with staff at different levels in the organisation Excellent communication and organizational skills Preferred Knowledge of information management, data administration and electronic document management Languages: Required Fluent written and spoken English Good working knowledge of French (must be able to read French) Competencies and values Communication Collaboration and Teamwork Judgement and Decision Making National Society and Customer Relations Creativity and Innovation Building Trust Strategic Orientation Comments The Federation is an equal opportunity employer.

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