Archiving Project Assistant (G-4)

Organizational Setting

The Policy Making Organ Secretariat Support Section in the Legal and External Relations Division provides organizational support for the meetings of the Commission and its subsidiary bodies, as well as printing, reproduction, publishing and video streaming services.
 

Reporting Lines

Under the supervision of the Chief, PMO Secretariat Support Section, to:

Duties and Responsibilties

1. Identify hard copy files relating to the Conference on Disarmament (CD) and CTBT in the archive;
2. Organize them by symbol, subject, date and language;
3. Record the number of pages of each document; for UN publications, determine if they already exist in a digitalized format;
4. Create additional folders in the H:drive: Conference on Disarmament Working Papers (Geneva, 1994-1996) for each of the documents with various symbols.

Education

• Completed secondary education and appropriate technical training or equivalent.

Work Experience and Qualifications

• At least three (3) years of relevant working experience in archives management, record keeping, library, information management part of which should have been in an international environment; work experience in an international organization is an asset; 
• Knowledge and experience in the area of archiving is highly desirable; 
• Familiarity with CTBTO specific terminology and working processes is desirable. 
   

Languages

• Excellent written and oral communication skills in English are essential;
• Knowledge of other CTBTO official languages is desirable.

Competencies

• Professionalism - Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or  challenges; remains calm in stressful situations.
• Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed.
• Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.
• Teamwork - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings.
• Accountability - Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.
• Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.
• Client orientation - Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect.; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients.
• Commitment to continuous learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve.
• Technological Awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.

Duration of Contract

The Temporary assignment is limited to a period of 130 working days (6 months).