Overview
The Archives Assistant will support the accessioning, intellectual control, digitization, preservation, and disposal of non-current paper and digital records. The role also involves responding to internal and external requests for records and performing administrative functions for the Archives and Records Management Section.
Key Responsibilities
- Facilitates the accessioning of non-current paper and digital records.
- Arranges for the delivery of boxes to transferring offices.
- Manages temporary storage areas and monitors United Nations movers.
- Checks files received against transfer lists.
- Sorts digital and paper accessions into series order.
- Moves boxes within physical storage areas.
- Makes locational changes in the ARMS database.
- Supports the digitization, rehousing, preservation, and arrangement and description of paper archives.
- Separates scheduled from non-scheduled records.
- Prepares disposable records for the carting facility.
- Witnesses records destruction.
- Removes defined ephemeral materials.
- Reviews file titles and folder arrangement.
- Re-folders records and stamps new folders.
- Enters folder, box, and series descriptors into the ARMS database.
- Responds to internal requests by searching findings aids and/or the ARMS database.
- Locates records, retrieves files and prepares records for dissemination.
- Responds to external requests by assisting researchers.
- Delivers items requested and supports researchers in the ARMS research facility.
- Safeguards records by delivering security-classified records for screening.
- Verifies that internal requestors are authorized to receive loans.
- Coordinates changes in the Authorized Users List.
- Issues clearances for separating staff.
- Maintains accurate location records by registering charge-outs, loans and returns.
- Returns files to their original shelf locations.
- Scans box labels to control their physical movement.
- Drafts routine correspondence.
- Undertakes administrative functions related to daily operations.
- Maintains ARMS Central File.
- Manages IT and applications operations connected with requisitioning and contracts.
- Maintains supply stores.
- Arranges for the servicing of telephones and other technical equipment.
- Manages mail delivery and documents distribution.
- Assumes other duties as assigned.
- Monitors the environmental controls and physical security of repositories.
Required Experience
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.
Qualifications
High school diploma or equivalent is required.
