- Custodian and archivist for all official-series documents (master hard copies and PDF files) corresponding to the principal and subsidiary organs of the Organisation;
- Custodian of historical documents, i.e., pre-OPCW;
- Custodian and archivist of official recordings of meetings, downloaded from digital recording system, ensuring physical holdings are registered and stored for safe retention;
- Custodian and archivist of OPCW publications (physical copies and PDF files), produced internally or externally, ensuring holdings are registered and stored for safe retention;
- Conducts regular audits of the PMO archives;
- Monitors the loan and return of documents, audio/visual recordings, and publications from the archive;
- Responds to requests (internal/external) regarding archive holdings (official-series documents, recordings, and publications);
- Tracks stock of publications (i.e., CWC, Rules of Procedure) requested in support of meetings/training; and
- Defines requirements for modifications and enhancements to the PMO physical archive;
- Liaises with Conference Services Unit (Documentation Counter staff) and Reprographic and Graphic Design Assistant to ensure required, and sufficient, copies of documents and publications are available for meetings of the policy-making organs;
- Distributes national statements submitted by Member States pertaining to a session of a policy-making organ via Catalyst/PMO; Maintains the lists of official-series documents and circulates, as updated, via Catalyst/PMO;
- Distributes the Weekly List of Documents via Catalyst/PMO;
- Administers the annual renewal of access to Catalyst/PMO from Permanent Representations and responds to queries; and
- Provides statistics regarding distribution of national statements and Catalyst/PMO access.
- Distributes the Weekly List of Documents via OPCW's intranet (OrgNet);
- Updates content with regard to revisions in procedures;
- Performs other duties as required.
- High school diploma or equivalent diploma of secondary education.
- Additional education/training in archival or historical fields would be an asset.
- Minimum three years of related experience in the area of archives;
- Minimum three years experience in an administrative function.
- Work experience in an international organisation would be an asset.
- Ability to plan and organise; problem-solving skills;
- Ability to handle a large volume of work in an efficient and timely manner;
- Computer literacy (especially MS SharePoint and other office applications);
- Some physical effort such as lifting of heavy or bulky objects (10kgs), assembling and adjusting shelves in the archive or climbing step ladder etc. is required;
- Good interpersonal skills; ability to work harmoniously in a multi-cultural environment;
- Discretion, tact, accuracy, and an eye for detail is required.
Archivist Assistant - The Hague, Nederland - Organisation for the Prohibition of Chemical Weapons
Beschrijving
Job Summary
The Archivist Assistant manages the physical and digital archives of the official-series documents, manages the archives (Connected Views) of recordings of policy-making organ sessions, manage the archives (SharePoint site)of OPCW publications, managing the database of access permissions to OPCW's External Server for external stakeholders and administering the distribution of national statements via the external server.
Your prime responsibility is to maintain and manage physical and digital archives including the PMO and DRU intranet (OrgNet SharePoint sites).
Main Responsibilities
a) Maintains the physical and digital archives of the Secretariat of the Policy-Making Organs (non-confidential), which includes the following:
b) Supports the regular sessions and meetings of the policy-making organs:
c) Maintains the PMO and DRU OrgNet sites
Qualifications and Experience
Education
Qualifications:
Essential:
Desirable:
Knowledge and Experience
Essential :
Desirable:
Skills and Competencies
Skills and Abilities (key competencies):
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.