Call for Applications

Position Title : Archives and Records (A&R) Assistant (3 Positions)
Duty Station : Geneva, Switzerland

Classification : General Service Staff, Grade UG
Type of Appointment : Special short-term ungraded, eight months with possibility of

extension
Estimated Start Date : As soon as possible

Closing Date : 15 December 2024

Established in 1951, IOM is a Related Organization of the United Nations, and as the leading
UN agency in the field of migration, works closely with governmental, intergovernmental and
non-governmental partners. IOM is dedicated to promoting humane and orderly migration for the
benefit of all. It does so by providing services and advice to governments and migrants.

Internal and external candidates will be considered for this vacancy. For the purposes of this
vacancy, internal candidates are defined as staff members holding a regular, fixed-term or
short-term graded or ungraded contract, including Junior Professional Officers (JPOs), staff on
Special Leave Without Pay (SLWOP), and staff members on secondment/loan released by the
Organization, unless otherwise specified in their contract. Staff members holding a regular,
fixed-term or short-term graded contract will not retain their contract type if appointed to an
ungraded position.

Context:

The relocation of IOM Headquarters by the end of 2025 requires a full inventory of paper-based
archives and records to determine what needs to be moved. This is also an opportunity to
improve how institutional files are stored and accessed.

Under the overall supervision of the Chair of the Archives & Records Working Group (currently
the HQ Building Project Director), and the direct supervision of the A&R Specialist, the A&R
Assistant will support HQ Departments with the implementation of the Archives and Records
Appraisal and Relocation and will be responsible for the tasks listed below.

Core Functions / Responsibilities:

1. Assists with records centre operations.

• Assists with the processing of accessions

• Assists with updating accession and space management databases

• Assists with space management and space allocation

• Assists with monitoring of environmental quality controls and assists in the resolution of

problems

2. Assists with records transfer and accessioning.

• Assists in facilitating the physical transfer of scheduled records to the Records Centre

• Ensures accuracy of transfer documentation and accuracy of records to be transferred

• Provides assistance to transferring offices throughout the transfer process

3. Assists with reference operations and requests for access according to approved
mechanisms.

4. Assists with records disposal that have met their retention.

• Assists in liaising with HQ common services to facilitate disposal of physical records

• Assists with preparing records for physical destruction

• Assists with overseeing the physical destruction of records that have met their retention

• Assists with updating the Records Centre database

5. Assists with the acquisition, management and dissemination of supplies.

6. Assists with the training of A&R focal points in the preparation, labelling and inventory of
archives and records.

7. Provides administrative support for section and unit chiefs and undertakes other duties as
assigned.

Required Qualifications and Experience:

Education

• High school diploma with two years of related work experience, or an equivalent combination

of experience and education.

Experience

• Previous experience working in a UN Agency or international organization in archives and

document management, including managing records lifecycle in both paper and electronic
format, is an advantage;

• Previous experience with a records inventory and digitization project is an advantage; and,
• Previous experience implementing archives/records management policies and document

retention schedules is an advantage.

Skills

• Knowledge of archival principles, techniques and procedures;
• Ability to sort and maintain records in a systematic fashion and to retrieve necessary records

with maximum speed and accuracy;

• Ability to implement a document retention schedule and archives/records management

policies.

• Excellent computer literacy skills;
• Ability to work independently and as part of a team, and effectively and harmoniously with

colleagues from varied cultures and professional backgrounds;

• Ability to work in dusty areas;
• Ability to lift boxes up to 15-20kgs;
• Personal commitment, efficiency, flexibility, and drive for results; and,
• Demonstrated gender awareness and gender sensitivity.

Languages

IOM’s official languages are English, French, and Spanish. All staff members are required to be
fluent in one of the three languages.

For this position, fluency in English is required (oral and written). Working knowledge of another
official UN language (Arabic, Chinese, French, Russian, and Spanish) is an advantage.

Proficiency of language(s) required will be specifically evaluated during the selection process,
which may include written and/or oral assessments.

Notes

1 Accredited Universities are the ones listed in the UNESCO World Higher Education Database
(https://whed.net/home.php).

Required Competencies:

Values - all IOM staff members must abide by and demonstrate these five values:

• Inclusion and respect for diversity: Respects and promotes individual and cultural

differences. Encourages diversity and inclusion.

• Integrity and transparency: Maintains high ethical standards and acts in a manner

consistent with organizational principles/rules and standards of conduct.

• Professionalism: Demonstrates ability to work in a composed, competent and committed

manner and exercises careful judgment in meeting day-to-day challenges.

• Courage: Demonstrates willingness to take a stand on issues of importance.
• Empathy: Shows compassion for others, makes people feel safe, respected and fairly

treated.

Core Competencies – behavioural indicators

• Teamwork: Develops and promotes effective collaboration within and across units to achieve

shared goals and optimize results.

• Delivering results: Produces and delivers quality results in a service-oriented and timely

manner. Is action oriented and committed to achieving agreed outcomes.

• Managing and sharing knowledge: Continuously seeks to learn, share knowledge and

innovate.

• Accountability: Takes ownership for achieving the Organization’s priorities and assumes

responsibility for own actions and delegated work.

• Communication: Encourages and contributes to clear and open communication. Explains

complex matters in an informative, inspiring and motivational way.

IOM’s competency framework can be found at this link.

https://www.iom.int/sites/default/files/about-iom/iom_revised_competency_framework_external.p
df

Competencies will be assessed during a competency-based interview.

Other:

Internal candidates of the Organization will be considered as first-tier candidates.

Any offer made to the candidate in relation to this vacancy notice is subject to funding
confirmation.

Please be advised that this is a local position and as such only qualified Swiss nationals or
candidates residing in Switzerland or neighbouring France will be considered.

Appointment will be subject to certification that the candidate is medically fit for appointment,
accreditation, any residency or visa requirements, and background verification and security
clearances. Subject to certain exemptions, vaccination against COVID-19 will in principle be
required for individuals hired on or after 15 November 2021. This will be verified as part of the
medical clearance process.

Vacancies close at 23:59 local time Geneva, Switzerland on the respective closing date. No
late applications will be accepted.

How to apply:

Interested candidates are invited to submit their applications via PRISM, IOM e-Recruitment
system, by 15 December 2024 at the latest, referring to this advertisement.

IOM only accepts duly completed applications submitted through the IOM e-Recruitment
system. The online tool also allows candidates to track the status of their application.

Only shortlisted candidates will be contacted.

For further information please refer to: www.iom.int/recruitment

Posting period:

From 27.11.2024 to 15.12.2024

No Fees:

IOM does not charge a fee at any stage of its recruitment process (application, interview,
processing, training or other fee). IOM does not request any information related to bank
accounts.

Requisition: CFA 2024 03 (GS) Archives and Records (A&R) Assistant (3 Positions) (UG) Geneva,
Switzerland (59295955) Released
Posting: Posting NC59295956 (59295956) Released