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.

3.      Requirements

Education (Essential)

First-level university degree.

Education (Desirable)

Advanced university degree in archival management or any other related field with certification in archival management.

Experience (Essential)

At least six years in progressively responsible functions in archival management.

Experience with developing and implementing archival management systems.

Experience (Desirable)

Experience in archives and/or information management in an international organization.

Supervisory experience.

Practical experience with digital preservation programs or systems.

Experience in the development and delivery of archival outreach activities to a wide-ranging audience.

Language (Essential)

Excellent written and spoken knowledge of either English or French, and good knowledge of the other.

Language (Desirable)

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.