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Local Consultancy- Preparation of the UNESCO Institute for Statistics (UIS) Documentation Centre


  • Organization: UNESCO - United Nations Educational, Scientific and Cultural Organization
  • Location: Montreal
  • Grade: Consultancy - International Consultant - Internationally recruited Contractors Agreement
  • Occupational Groups:
    • Statistics
    • Documentation and Information Management
  • Closing Date: Closed

Parent Sector : UNESCO Institute for Statistics (UIS)

Duty Station: Montreal


Classification of duty station: [[filter12]]

Standard Duration of Assignement : [[filter13]]

Job Family: Documentation and Library

Type of contract : Non Staff

Duration of contract : From 1 to 6 months

Recruitment open to : External candidates

Application Deadline (Midnight Paris Time) : 31-MAY-2023


UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism 

Only candidates who are entitled to work in Canada may apply to this position.




The UNESCO Institute for Statistics (UIS) produces data to fuel the policies and investments needed to transform lives and propel the world towards its development goals. Providing statistical and technical inputs for global, regional and funding mechanisms for education, the UIS enables the work of the UN Transforming Education Summit, the Global Education Cooperation Mechanism (GCM), G7, G20, etc. The UIS meets data needs for emerging priorities, for example, most recently, tracking and monitoring impact of the COVID-19 pandemic on education worldwide. The UIS maintains the most comprehensive education statistics database in the world – the official source of data of the UN system, used for various purposes, including for the SDG monitoring.

Established in 1999, the UIS serves as UNESCO’s statistical agency. The UIS is focused on delivering cross-nationally comparable data for global, regional and development agendas, covering the fields of education, science, culture, and communication and information. The UIS assures the technical support for Member States to produce transformative data based on the 3 pillars (Standards and methodologies; Data production; Brokerage and outreach). The UIS vision, described in its 2022-2029 Medium Term strategy, is to serve the needs of Member States, ensuring that their policies and decision-making are informed by sound statistical information, that they can benchmark progress towards national and international goals, and learn from the experience of others.

In recent years, the UNESCO Institute for Statistics (UIS) has amassed a substantial collection of documents and publications within its Documentation Centre. Since the relocation of UIS to its present location, the Documentation Centre has been maintained at an off-site storage facility. With a strategic shift towards digital storage of information instead of physical copies, UIS intends to retain only a select number of publications in its possession.

Long Description

Objectives and key tasks
Under the overall authority of the Director of the UNESCO Institute for Statistics (UIS) and the direct supervision of the UIS Communication Officer, the consultant will be responsible for working in the Documentation Centre and executing the following tasks:

•    Review and appraise records in accordance with UNESCO's retention schedule to determine their appropriate treatment.
•    Serve as a liaison between the consultant and record creators to address matters related to retention and disposition.
•    Identify and retrieve non-publication items (e.g., document folders, objects) and promptly notify the UIS team about them.
•    Update document inventories, ensuring the creation of descriptive metadata aligning with UNESCO Library standards.
•    Organize archival records by placing them in archival folders and boxes while performing storage management duties.
•    Accurately label folders and boxes to ensure proper identification and easy retrieval.
•    Adhere to institutional guidelines for preparing documents that are not to be retained, following proper disposal processes.
•    Carry out any additional duties as required in support of the Documentation Centre's operations. 

COMPETENCIES (Core / Managerial) Accountability (C) Communication (C) Innovation (C) Knowledge sharing and continuous improvement (C) Planning and organizing (C) Results focus (C) Teamwork (C) Professionalism (C) - For detailed information, please consult the UNESCO Competency Framework. REQUIRED QUALIFICATIONS


  • Working towards post-secondary qualifications in library science or library and information studies, or related subject areas.

Skills and competencies

  • Understanding of archival appraisal and retention principles and their application.
  • Ability to closely follow instructions in a meticulous and steady way
  • Ability to work autonomously, achieving results in a specified timeframe
  • Knowledge of MS Office (WORD, EXCEL, outlook)
  • Demonstrated ability to cope with physical requirements: moving and lifting weights of up to 50lbs, handling dusty materials and shifting books, bending, working while standing.  


  • Excellent command of English 


  • Completion of undergraduate studies in archival studies or a related field, or with specific post-secondary education in archival studies or a related field. 


  • Knowledge of an additional official UN language (Arabic, Chinese, French, Russian, or Spanish)

Please note that all candidates must complete an on-line application and provide complete and accurate information. To apply, please visit the UNESCO careers website. No modifications can be made to the application submitted.

The evaluation of candidates is based on the criteria in the vacancy notice, and may include tests and/or assessments, as well as a competency-based interview. 

UNESCO uses communication technologies such as video or teleconference, e-mail correspondence, etc. for the assessment and evaluation of candidates.

Please note that only selected candidates will be further contacted and candidates in the final selection step will be subject to reference checks based on the information provided.


UNESCO recalls that paramount consideration in the appointment of staff members shall be the necessity of securing the highest standards of efficiency, technical competence and integrity. UNESCO applies a zero-tolerance policy against all forms of harassment. UNESCO is committed to achieving and sustaining equitable and diverse geographical distribution, as well as gender parity among its staff members in all categories and at all grades. Furthermore, UNESCO is committed to achieving workforce diversity in terms of gender, nationality and culture. Candidates from non- and under-represented Member States (last update here) are particularly welcome and strongly encouraged to apply. Individuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the highest level of confidentiality. Worldwide mobility is required for staff members appointed to international posts.

UNESCO does not charge a fee at any stage of the recruitment process.

This vacancy is now closed.
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