About the role
This job may exist in HQ, Bureau, or Country Operations. The incumbent may report to the Records and Archives Section, a Bureau or a country operation. In both cases, the job should follow the Records and Archives policies, standards, and guidance. The incumbent may supervise staff and work in partnership with other information management related functions. The role is to implement best practices for managing UNHCR's information during the complete lifecycle, from the planning and creation stage until the disposition of temporary information or ipreservation in UNHCR's archives.
Duties
These are the expected duties for all P2 archivist
- Implement programs for the organization, preservation, integrity, authenticity, and accessibility of records.
- Apply UNHCR's access policy to information and archives.
- Assist in the implementation and administration of records management, archives, and digital preservation platforms
- Assist in developing guidance and best practices on information and records and archives management.
- Apply records schedules to physical and digital records
- Assist in the development and implementation of strategies for the digitization of physical records for access and preservation.
- Assist units and offices in HQ and Field to transfer physical and digital information of long-term value.
- Participate in outreach activities
- Perform other duties related to the management of information and records, and archives.
The lists below shows additional duties:
a) Records management
- Facilitate the implementation of the records and archives management policy and advise on information governance for digital and physical material.
- Provide training on how to manage information, transfer knowledge, and use institutional memory.
- Contribute to the development of Standard Operating Procedures (SOPs on information and records and archives management),
- Oversee the disposition process;
- Contribute to the creation of MS Teams or Share Point sites and map content to e-SAFE or other records and archives management systems.
- Support Records Management focal points.
- Promote information governance best practices.
- Identify and provide context on material for the Archives in digital and physical format and facilitate the transfer.
b) Research and access
- Manage and document communications with internal and external researchers seeking access to UNHCR's information resources.
- Advise researchers on the availability of and restrictions on archives collections, offering guidance to identify relevant research content where required.
- Conduct on-demand research on behalf of UNHCR staff members when necessary, assisting and advising on archives collections of relevance to their subject.
- Take the lead in conducting declassification activities following UNHCR access policy.
- Analyze research trends to anticipate future access demand and to assist in resource allocation.
- Coordinate and participate in the supervision of researchers in the archives reading room.
- Undertake archival description tasks and creation of finding aids.
- Undertake catalog development tasks including preparing data for upload to UNHCR's archives catalog, improving existing catalog descriptions where required.
c) Digital preservation
- Responsible for the day to day running of web archive service
- Assist in pre-ingest preparation of data sets
- Assist in secure transfer of data sets
- Assist in the implementation of the Digital Preservation System (DPS)
- Assist in the management of digital curation and preservation tasks, looking at critical functions within DPS, in particular, the preparation of Submission Information Packages for the Digital Preservation System
- Assist in ingest of electronic content into the DPS
- Assist in planning and assessment of Digitization projects
- Assist in the development of policies and procedures relating to Digital Preservation
- Assist in integrations between the DPS and other critical UNHCR systems
- Participate in the management of long term preservation projects with DIST and external parties
- Assist in the development of additional RAS initiatives related to the care of born-digital materials