Category : Office of the Director (PMO) - (0501)/Archivist Assistant - (F0076)
Contract Type : Fixed-term General Service
Job Details :
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).
a) Maintains the physical and digital archives of the Secretariat of the Policy-Making Organs (non-confidential), which includes the following:
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Custodian of historical documents, i.e., pre-OPCW;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;
b) Supports the regular sessions and meetings of the policy-making organs:
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.
c) Maintains the PMO and DRU OrgNet sites
Distributes the Weekly List of Documents via OPCW’s intranet (OrgNet);
Updates content with regard to revisions in procedures;
Performs other duties as required.
Location : Johan de Wittlaan 32 2517 JR The Hague
http://dlvr.it/T6WytB
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