Job Title : Internship for the Records and Archives Section in Geneva
Job ID 15795
Salary Grade P2
Hardship Level H
Family Location Type Pending
Duties and Qualifications
TERMS OF REFERENCE FOR INTERNSHIP
Organizational Unit: Records and Archives Section, Division of External Relations
Duty station: Geneva, Switzerland
Duration of the internship: 3 months
Expected start date: 01 October 2018
Background information/Organizational Context
Established in 1996, the Records and Archives Section of UNHCR manages
UNHCR records during their life cycle in paper and digital format. The
archives contain information from the founding of the organization in
1950 to the present day. They also hold several pre-UNHCR collections,
which provide valuable background to the development of protection work.
Duties and Responsibilities
Under the supervision of the Reference Archivist, the intern will participate in one or more of the projects below:
NEW LIST OF JOB OPPORTUNITIES (924+ POSTS)
1. Create finding aids for unlisted collections
Background: UNHCR has a number of collections in the
archive that have not yet been catalogued to file level. These include
the Records of the Offices in Guinea and Tanzania; the records of the
SOFY (Special Operation for the Former Yugoslavia) desk, and the early
records of the Asia Bureau.
– Archival description of files, creation of metadata in accordance with international and UNHCR standards.
– Documentation of any problems affecting long-term preservation of records.
– Country keywording of records in the Adlib catalogue.
2. Assist in the Yugoslavia Preservation Project.
Background: Since 2015, the Archives Reference team have been involved
in a project to document, organize, repackage and preserve the records
that were received by the archives in 1997 from the various country
offices, sub-offices and field offices in the Former Yugoslavia. The
records cover the period 1991-1996.
– Assisting with the retrieval, organization, and repackaging of records
– Identifying records printed on fax paper, at risk of degradation
– Assisting the Assistant Preservation Officer in the creation and filing of preservation copies
3. Assist in the Fonds 11 Series 3 Listing Project
UNHCR kept a central registry at Headquarters between 1951 and 1994, in
which all correspondence was coded, copied and filed according to
subject and country. The listings up to 1985 have been finalized, but
the file lists for the years 1985-1994 are still in draft form. As these
records are now beyond the 20 year date that allows UNHCR to open them
to external researchers, the lists need to be finalized in order to add
them to the online catalogue.
– Verifying the physical order of records on the shelves against the draft list and correcting errors
– Resolving queries regarding numbers of volumes, titles and reference numbers
– Assigning country keywords to tiles to facilitate searching in the catalogue.
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4. Assisting in Refugee Individual Case file processing
UNHCR maintains a large archive of closed individual refugee case files
in Geneva, which are occasionally needed by field offices around the
– Identification of box locations of requested files
– Digitization of individual case files for upload to UNHCR’s electronic records management platform.
5. Assisting in Records Management tasks
In addition to the archives of permanent value, UNHCR keeps many
temporary records for a limited time period for audit or reference
– Listing transfers coming from HQ offices within the repository database
– Identifying and allocating shelf space
– Identifying records that have passed their retention period for disposal
– Deleting entries from the database for records that have been destroyed.
6. Other duties, as required
Tasks may involve:
– Administrative tasks
– Compilation of statistics
– Research on demand for UNHCR staff members
– Assisting and supervising researchers using the archives
– Retrieving and re-shelving files required for research
– Outreach tasks
Minimum qualifications required
Recent graduate or current student in a graduate/undergraduate school
programme from a university or higher education facility accredited by
– Records and archives management;
– History or related discipline;
– Information management.
In order to be considered for an internship, candidates must meet the following eligibility criteria:
– Recent graduates (those persons who completed their studies within one
year of applying) or current student in a graduate/undergraduate school
programme from a university of higher education facility accredited by
– Have completed at least two years of undergraduate studies in a field relevant or of interest to the work of the Organization.
Please note that candidates who have immediate relatives (father,
mother, son, daughter, brother or sister) working as staff members of
UNHCR are not eligible.
Food and Local Transportation Allowance
Interns who do not receive financial support from an outside party will
receive an allowance to partially help to cover the cost of food, local
transportation and living expenses.
The UNHCR workforce consists of many diverse nationalities, cultures,
languages and opinions. UNHCR seeks to sustain and strengthen this
diversity to ensure equal opportunities as well as an inclusive working
environment for its entire workforce. Applications are encouraged from
all qualified candidates without distinction on grounds of race, colour,
sex, national origin, age, religion, disability, sexual orientation and
Please note that the closing date this internship advertisement is Wednesday 19 September 2018 (midnight Geneva time)