Archives Officer

Description

Under the supervision of the Head, Documents, Registration and Archiving the incumbent performs the following duties:

1. Control registration and movement of verification-related documents in the Document Tracking System of the Verification Information System (VIS-DoTS)
. Ensure quality of procedures and data throughout the registration process of verification-related records received by DRA
. Analyse requirements, develop, update metadata for the online documents registration system, to improve retrieval and ensure that documents registration meets high standards of quality and timeliness
. Review, and respond to user requirements for, the process of registration, and any associated processes, and make recommendations for improvement

2. Maintain and administer physical and virtual archives of verification-related records
. Identify, propose and develop technical requirements or new systems features to help maintain and improve archives and information management
. Organise and maintain physical holdings in all media per standard archival practice in the Archives to maintain intellectual integrity of records series.
. Ensure safe-keeping of confidential documents information (restricted to highly protected level of confidentiality classification) within the section’s scope.
. Propose initiatives to manage and protect records and to support data quality processes.
. Develop, implement and maintain a disaster recovery/emergency response plan for archival holdings.
. Research, propose, implement techniques for preserving records in all media.
. Coordinate environmental controls and propose solutions to ensure long term preservation.

3. Supervises the DRA information service
· Monitors management and delivery of requests for any service from the Secure Archives
· Recommends and implements any improvement identified through review of procedures or through user/staff feedback.

4. Participate in and provide specialist advice to programmes of work designed to improve archives, records or information management
. Support and administer DRA’s position as a records management focal point for the Verification Division
. Identify, develop and administer projects arising from work programmes for information management
. Develop and supervise existing projects focussed on improving record-keeping practice and developing industry-standard records management practice
. Assist with refinement, testing and implementation of records management documentation (retention schedule, classification scheme, file plan).
. Provide support and guidance to staff within the Technical Secretariat on archival or records management issues, as required and assist with any training being provided by DRA.

5. Provide staff and user guidance and support
. Guide, train, and supervise staff in a range of archives, records and information functions.
. Supervision of projects related to improving or maintaining the registration process, information service delivery, management of the archives, or data quality maintenance.

6. Prepare, review, update procedures, guidelines, and forms required for work processes
. Observe and analyse work flow and processes, and collaborate with staff to make continuous improvements in document handling practices.
. Assist in the development and maintenance of analytical documents (e.g., process maps, reports)
. Write and validate standard operating procedures (SOPs), working instructions (WIs), guidelines.

7. Act as a focal point for collation of the DEB Sections’ inputs
. Make sure that all Sections’ inputs are received, combined and available on time as required by Head DEB
. Ensure the DEB inputs are prepared on time and in accordance with the expected data quality and editorial standards

8. Strategic Planning
. Assist the Head of DRA in developing strategic plans for the section: annual work plans; staffing requirements; proposals for improvement and maintenance of optimum service levels.
. Propose, manage and monitor projects.
. Stay current in new records management and archival developments by reviewing the literature, participating in best practice groups and dedicated international conferences.

9. Act as Head of DRA Section
As directed by the Branch Head, perform all the administrative, managerial and organisational duties in absence of the Head of DRA section

10. Perform other duties as required.

Knowledge and Skills
Essential: Advanced university degree in archives administration or archives and records management. An advanced university degree in information management, with a strong archives-specific component, may be acceptable.

Desirable: Demonstrable continuous professional development
Additional training in Document Management, Records Management or Archives Management applications accompanied by strong procedural and systems knowledge of such applications.

. Ability to deliver core professional activities
. Ability to organise, plan and implement work assignments, as well as manage competing demands.
. Problem-solving skills, including ability to identify and participate in the resolution of issues/problems.
. Ability to take initiative on proposals or requirements within area of expertise and responsibility
. Ability to adhere to rules regarding confidentiality of information in a highly-sensitive work area.
. Proven communication (verbal and written) skills, including ability to report on activities and to provide expert advice on same to non-experts and to organizational units outside of Verification
. Flexibility, tact, discretion and ability to work harmoniously in a multicultural environment.
. Computer literacy.
Experience
Essential: Five years experience in the field of archives and/or archives and records administration and information management, preferably in a records management/information service context. Familiarity with use of technology (industry standard and non-standard software) for archives and information management.
Experience of a range of information delivery services (primarily for internal business users)

Desirable: Experience in Quality Management implementation is highly desirable; Experience working in highly confidential environments is desirable. Experience of preservation programmes (especially digital preservation) is desirable. Thorough knowledge of archival arrangement and description, and knowledge and experience of implementation of records disposal schedule is desirable.
Languages
Fluency in English is essential and a good working knowledge of one of the other official languages (Arabic, Chinese, French, Russian, and Spanish) is desirable.