Archives Officer/Archivist - National Consultant

Result of ServiceNA Work LocationLuxembourg Expected duration12 months, with possibility of extension based on satisfactory performance and funds availability Duties and ResponsibilitiesThe Archives Officer/Archivist is based at UNRWA’s Office in Luxembourg, which serves as the Agency’s hub for the preservation, governance, and research use of its institutional and historical archives. The position supports RSSD’s custodial responsibility for UNRWA’s registration records, institutional memory, and historical documentation. The incumbent works under the supervision of the Deputy Director, RSSD, and in close coordination with relevant Headquarters divisions, field offices, interns, and external academic and archival partners. The role is carried out in accordance with UNRWA policies, standards, and guidance on records management, archives, access to information, data protection, and institutional accountability. The incumbent supports the organization, description, preservation, and controlled accessibility of UNRWA’s institutional archives, with a particular focus on creating comprehensive archival inventories, supporting classification and description activities, and facilitating responsible access for academic and institutional research. The position plays a key operational role in transforming dispersed historical records into usable, well-described archival collections that support UNRWA’s mandate, accountability, and research engagement. The incumbent will: 1. Archival Inventory, Arrangement and Description • Conduct surveys and create detailed inventories of UNRWA’s institutional and historical archives held in Luxembourg and other designated locations. • Identify and organize records of long-term historical, legal, or research value in coordination with RSSD management and relevant offices. • Arrange, classify, and describe archival materials in accordance with recognized archival standards and UNRWA guidance. • Prepare archival descriptions, finding aids, collection guides, and metadata to support discovery and research use. • Assist in the orderly transfer of archival material from UNRWA offices to archival custody. 2. Institutional Archives Development • Support the development and maintenance of UNRWA’s institutional archives as a coherent, authoritative, and research-ready collection. • Assist in applying appraisal criteria, retention schedules, and disposition decisions in coordination with RSSD and records management policies. • Identify gaps, risks, or fragmentation in archival holdings and support corrective actions. • Contribute to the drafting and updating of internal guidance and standard operating procedures related to archival processing and description. 3. Research Access and Academic Use • Support the implementation and day-to-day application of UNRWA’s archives access policy. • Administer and document requests for access to archival material from internal staff, researchers, and academic institutions. • Advise researchers on the availability, scope, and restrictions of archival collections and assist in identifying relevant materials. • Support supervised access to archival holdings for visiting researchers, fellows, and interns at the Luxembourg office. • Maintain records of access requests, decisions, and usage statistics in accordance with UNRWA requirements. 4. Intern Supervision and Capacity Building • Provide day-to-day supervision and practical guidance to interns, fellows, and short-term personnel engaged in archival inventorying, arrangement, description, and digitization preparation. • Support on-the-job training activities related to archival handling, description, metadata creation, and ethical use of institutional records. • Promote awareness of institutional memory, archival ethics, and best practices across assigned tasks. 5. Digitization and Digital Archives Support • Assist in planning and prioritizing digitization initiatives for selected archival collections to support access and long-term preservation. • Support preparation of archival material for digitization, including basic quality control and metadata capture. • Coordinate with IT and digital preservation colleagues to ensure alignment between physical archives and digital access systems. • Assist with basic tasks related to born-digital archival materials, where applicable. 6. Other Responsibilities • Participate in archival, research, and institutional memory initiatives coordinated through the UNRWA Office in Luxembourg. • Assist in exhibitions, publications, or outreach activities related to UNRWA’s historical record. • Perform other related duties as assigned by the Deputy Director, RSSD. 7. Performs other duties as may be assigned by the supervisor. Qualifications/special skillsMaster’s degree in Archival Studies, Digital Archiving, Digital History, Information Management, Library and Information Science, History, or a closely related field is required. Minimum of 3 years of relevant professional experience in archives, records management, libraries, documentation centres, or institutional memory functions. Demonstrated experience in the processing, arrangement, description, and preservation of archival material, including institutional or organizational records. Experience supporting research access, including assisting internal or external researchers and applying access or confidentiality rules. Familiarity with digital document management systems, archival metadata concepts, and basic digitization workflows. LanguagesExcellent knowledge of spoken and written English is required. Knowledge of French is highly desirable. Knowledge of other UN working languages is an asset. Additional InformationTotal remuneration is set at 7,500 EUR per month. No FeeTHE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.