26 October 2016
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The mission of WHO is the attainment by all peoples of the highest possible level of health.
Vacancy Notice No: HQ/14/ISS/FT117
Title: Records Assistant
Grade: G5
Contract type: Fixed-term Appointment
Duration of contract:  1 year
Date: 7 March 2014
Application Deadline: 28 March 2014 Vacancy Filled
Duty Station:  Geneva, Switzerland
Organization unit:
The objective of the programme is to maintain and provide access to WHO paper and electronic records created and retained for administrative, financial, legal or historical purposes, according to approved retention and access policies and professional standards. Records and Archives (RAS) is situated in LSS (Logistics Support Services) in the GMG cluster.
Description of duties:
1. Process official records, including electronic communications, in accordance with established RAS policies and procedures and ensure appropriate treatment by:
a) analysing, evaluating and classifying records;
b) identifying non-official/transitory records not handled by RAS;
c) determining routing of records when required;
d) verifying references and ensuring consistency of classification;
e) verifying completeness and accuracy of files returned to RAS by teams;
f) scanning records once they are classified, controlling the quality of scanning for legibility and completeness, ensuring the scanned images are properly exported to the server, and maintaining scanning equipment in good working condition;
g) determining the need for creation of new files, assigning classification codes, file titles and index terms, and ensuring creation of physical jackets according to established procedures;
h) identifying and liaising with focal points in units, contributing to maintenance and communications concerning focal point network;
i) suggesting solutions and ideas to solve records-related problems and issues;
j) provide records management guidance and advice to units about RAS services, policies and procedures.

2. Act as liaison between RAS and DCO regarding joint photograph database, coordinate scanning, uploading, and metadata entry for historical photographs, and assist with provision of access to historical photographs to internal and external researchers.

3. Serve as information retrieval specialist for RAS clients, retrieving information requested by them.

4. Carry out filing of paper documents, pre-routing and routing activities, creation of physical jackets, and other related duties as required.
Completion of secondary education, technical school, or commercial school.

A degree in archives or records management is a strong asset.
Job skills and knowledge, including knowledge of RAS policies and procedures, skills related to electronic records management, and skills related to provision of customer service, are updated and improved by self-study, in-house training, and through meetings and discussions with colleagues and supervisor.
The incumbent should maintain up to date knowledge of changes in WHO structure, work procedures and practices, RAS policies and procedures, and technical developments in the field of records management.

Training in computer skills, including training in electronic records management software.

WHO competencies:
Knowing and managing yourself
Producing results
Fostering integration and teamwork
5 years work experience, including at least 3 years in an archives or records management programme and ideally 2 years in an international context.
Expert knowledge of English or French with intermediate knowledge of the other.
Additional Information:
This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office.
Other similar positions at the same level may be filled from this vacancy notice.
A written test may form part of the screening process.
This Vacancy Notice is published in English only.
Annual salary: (Net of tax)
CHF 75093 at single rate
CHF 75093 with primary dependants

This vacancy notice may be used to fill other similar positions at the same grade level.

A written test and interviews may be used as a form of screening

Online applications are strongly encouraged to enable WHO to store your profile in a permanent database. Please visit WHO's e-Recruitment website at: The system provides instructions for online application procedures.
All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the deadline stated in the vacancy announcement.

WHO is committed to workforce diversity.
Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual. Only candidates under serious consideration will be contacted.

Vacancy Filled

This vacancy is shown for viewing only. It is not currently open for applications
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.