Archives Management Officer
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE\: please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.
This post is a limited-term fixed-term post.
1. Organizational Context
a. Organizational Setting
The position is located in the Records and Archives Section of the Knowledge Management and General Services Division, in the Administration, Finance and Management Sector. The Section is responsible for the development and implementation of policies, procedures and best practices for the management of WIPO's organizational records and archives. The Section also contributes to the delivery of integrated strategies for knowledge management and enterprise content management to support business needs and knowledge sharing.
b. Purpose Statement
The Archives Management Officer contributes to the development and implementation of archival management policies and procedures to ensure the integrity, authenticity and accessibility of WIPO’s archives. She/he proposes initiatives to strengthen the archival function within WIPO, prioritizes WIPO Archives’ activities, and is responsible for the daily operations of the Archives.
c. Reporting Lines
The incumbent works under the supervision of the Head, Records and Archives Section.
2. Duties and Responsibilities
The incumbent will perform the following principal duties\:
a. Develop and implement strategies, policies, procedures and technical tools for effective archival management at WIPO in line with international standards and best practices;
b. Manage the daily operations of the WIPO Archives. Ensure the accession of records into the central Archives according to approved policies and procedures;
c. Appraise, arrange, describe and preserve archival records in accordance with established international standards and best practices;
d. Develop action plans to identify and strengthen the management of archives currently kept by other business units. Prioritize initiatives and allocate resources appropriately;
e. Supervise personnel tasked with performing archival activities including assigning tasks, providing guidance and monitoring performance;
f. Provide effective services to respond to reference and records retrieval requests from both internal and external stakeholders;
g. Lead the development and implementation of a digital preservation program, and coordinate initiatives for preserving digital records;
h. Provide advice and support to WIPO staff members on archival policies and practices;
i. Lead outreach activities to leverage the value of WIPO Archives;
j. Represent the Section by providing a Records and Information Management perspective in meetings, working groups and task forces as required;
k. Manage and implement archives-related activities in other projects as required; for example, providing requirements for capturing or exporting archival content in a business system;
l. Deputize for the Head of Section in their absence as required;
m. Perform other related duties as required.
First-level university degree.
Advanced university degree in archival management or any other related field with certification in archival management.
At least six years in progressively responsible functions in archival management.
Experience with developing and implementing archival management systems.
Experience in archives and/or information management in an international organization.
Practical experience with digital preservation programs or systems.
Experience in the development and delivery of archival outreach activities to a wide-ranging audience.
Excellent written and spoken knowledge of either English or French, and good knowledge of the other.
Good working knowledge of another UN language.
Job Related Competencies (Essential)
Excellent knowledge of archival management principles and practices, and related international standards and best practices.
Practical knowledge of archival descriptive standards (e.g. ISAD(G)) and metadata standards.
Practical knowledge of using Enterprise Content Management (ECM) functionalities.
Ability to work effectively within mixed disciplinary teams and to liaise with stakeholders on different organizational levels.
High level of customer-orientation.
Competent user of Microsoft Office applications (Word, Excel, Outlook, PowerPoint) with the ability to adapt quickly to new software and tools.
Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.
Job Related Competencies (Desirable)
Experience with M365 SharePoint.
4. Organizational Competencies
1. Communicating effectively.
2. Showing team spirit.
3. Demonstrating integrity.
4. Valuing diversity.
5. Producing results.
6. Showing service orientation.
7. Seeing the big picture.
8. Seeking change and innovation.
9. Developing yourself and others.
Mobility\: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities, office or duty station of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions and/or to another duty station.
Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the July 2023 rate of 89.2%
Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.
Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.
Initial fixed-term appointment of two years, renewable subject to satisfactory performance and other applicable conditions. The selected candidate’s appointment will be subject to an overall term of five years in this position, with no possibility of renewal beyond that term. S/he may, however, apply and be considered for other positions at WIPO.
This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 (“Appointment Boards”).
This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.
Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.
The Organization reserves the right to make an appointment at a grade lower than that advertised.
By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.
In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of an identification and of the degree(s)/diploma(s)/certificate(s) required for this position. WIPO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link\: http\://www.whed.net/. Some professional certificates may not appear in the WHED and these will be reviewed individually.
Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.
Additional background checks may be required.