Archives Assistant

The Archives Assistant supports the accessioning, arrangement, preservation, and retrieval of UN archival records. The role involves managing physical and digital records, facilitating disposal, assisting internal and external clients, and maintaining accurate records in the Archives and Records Management Section at UN Headquarters in New York.

Responsibilities

• Facilitates the accessioning of non-current paper and digital records by supporting client offices and field missions on procedures, including completion of forms and provision of file lists and related accessioning documentation.
• Arranges for delivery of boxes to transferring offices and manages temporary storage areas at Headquarters.
• Monitors United Nations movers during transfer of records between Headquarters and ARMS.
• Checks files received against transfer lists to ensure correct arrangement and completeness, noting anomalies.
• Sorts digital and paper accessions into series order to ensure correct arrangement in appropriate digital and physical storage.
• Moves boxes within physical storage areas for archival processing or retrieval purposes.
• Makes locational changes in the ARMS database.
• Supports digitization, rehousing, preservation, and arrangement and description of paper archives under supervision.
• Facilitates disposal by separating scheduled from non-scheduled records and prepares disposable records for carting facility; witnesses records destruction as necessary.
• Removes defined ephemeral materials under guidelines, reviews file titles and folder arrangement for conformity with standards, re-folders records and stamps new folders with location and other identifiers, and enters descriptors into the ARMS database.
• Responds to internal requests by searching finding aids and the ARMS database to locate records, retrieving files and preparing records for dissemination.
• Responds to external requests by assisting researchers with data and records request forms and supports researchers in the ARMS research facility.
• Safeguards records by delivering security-classified records to the ARMS access/declassification officer, verifies authorization of internal requestors, coordinates changes in Authorized Users List, and issues clearances for separating staff.
• Maintains accurate location records by registering charge-outs, loans and returns in the ARMS database and returning files to original shelf locations.
• Uses barcode scanner and ARMS records management system to control physical movement of boxes.
• Drafts routine correspondence for review and signature of ARMS Information Management Officers.
• Undertakes administrative functions related to daily operations of the unit including maintenance of ARMS Central File, IT and applications operations, maintenance of supply stores, servicing telephones and technical equipment, mail delivery and document distribution.
• Monitors environmental controls and physical security of repositories.

Requirements

• High school diploma or equivalent is required.
• A minimum of three (3) years of experience in documents/records management is required.
• Experience performing clerical functions is required.
• Experience working in a records or archives center is desirable.
• English language proficiency at UN Level III in reading, writing, listening, and speaking is required.

Skills

• Records Management Projects
• Archives Management
• Document Preservation
• Records Retrieval
• Clerical Functions
• Physical Records Handling
• Physical and Digital Records Management
• Client Assistance
• Records Disposal
• File Arrangement

Languages

English