Assistant Archives Officer

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: please note that the deadline for applications is indicated in local time as per the time zone of the applicant’s location.

This post is a limited-term fixed-term post.

1. Organizational Context

a. Organizational Setting

The post is located in the Records and Archives Unit of the IP Futures and Knowledge Management in the Office of the Assistant Director General (AFMS), in the Administration, Finance and Management Sector. The Unit is responsible for the development and implementation of policies, procedures and best practices for the management of WIPO's organizational records and archives. The Unit also contributes to the delivery of integrated strategies for knowledge management and enterprise content management to support business needs and knowledge sharing.

b. Purpose Statement

The Assistant Archives Officer contributes to the development and implementation of archival management policies and procedures to ensure the integrity, authenticity and accessibility of WIPO’s archives. S/he assists with the daily operations of the WIPO Archives by accessioning and processing archival records, handling reference requests, digitizing selected archival collections, and promoting archival services throughout the Organization. Additionally, the Assistant Archives Officer participates in support activities related to physical records management and contributes to developing solutions for the long-term preservation of digital archives.

c. Reporting Lines

The incumbent works under the overall supervision of the Head, Records and Archives Unit and direct supervision of the Archives Management Officer.

2. Duties and Responsibilities

The incumbent will perform the following principal duties:

a. Identify and accession archival records into the WIPO Archives according to approved policies and procedures.

b. Appraise, arrange and describe archival records in accordance with international standards (e.g., ISAD(G), Records in Contexts (RiC)) and best practices.

c. Perform rehousing and basic preservation treatments of archival materials.

d. Contribute to the development and maintenance of archival management systems.

e. Respond to reference and records retrieval requests according to internally defined guidelines.

f. Digitize selected archival collections and support digital preservation activities.

g. Contribute to the development and implementation of new tools and technologies related to archives.

h. Advise and support WIPO staff members on archival policies and practices.

i. Participate in outreach activities to promote the WIPO Archives.

j. Assist with physical records inventory, transfer and destruction activities.

k. Participate in projects as required.

l. Perform other related duties as required.

3. Requirements

Education (Essential)

First-level university degree in archival management, records and information management, or a related field. A first-level university degree in another field in combination with an advanced university degree in archival management, records and information management, or a related field may also be accepted.

Experience (Essential)

Relevant professional experience, preferably at least two years’ professional experience in archival management or records and information management.

Practical experience using archival management systems.

Experience (Desirable)

Professional archival experience in an international organization.

Practical experience with archival digital preservation programs or systems.

Experience with digital tools, AI-enabled applications, and online collaboration platforms (e.g. Microsoft 365 SharePoint).

Language (Essential)

Excellent written and spoken English or French, and good knowledge of the other.

Job Related Competencies (Essential)

Good knowledge of archival principles and practices, and related international standards and best practices.

Practical knowledge of archival descriptive standards (e.g. ISAD(G), Records in Contexts (RiC)) and metadata standards.

Ability to work effectively within multi-disciplinary teams and liaise with stakeholders on different organizational levels.

High level of customer-orientation.

Commitment to continuous learning and the adoption of emerging technologies.

Excellent communication and interpersonal skills and ability to maintain effective partnerships and working relations in a multi-cultural environment with sensitivity and respect for diversity.

Willingness to learn and adapt to new archival practices and technologies.

Job Related Competencies (Desirable)

Practical knowledge of using Enterprise Content Management (ECM) functionalities.

4. Organizational Competencies

1. Communicating effectively.

2. Showing team spirit.

3. Demonstrating integrity.

4. Valuing diversity.

5. Producing results.

6. Showing service orientation.

7. Seeing the big picture.

8. Seeking change and innovation.

9. Developing yourself and others.

5. Information

Mobility: WIPO staff members are international civil servants subject to the authority of the Director General and may be assigned to any activities, office or duty station of the Organization. Accordingly, the selected candidate may be required to move from time to time to new functions and/or to another duty station.

Annual salary:

Total annual salary consists of a net annual salary (net of taxes and before medical insurance and pension fund deductions) in US dollars and a post adjustment. Please note that this estimate is for information only. The post adjustment multiplier (cost of living allowance) is variable and subject to change (increase or decrease) without notice. The figures quoted below are based on the July 2026 rate of 84.7%

P1

Annual salary

$39,401

Post adjustment

$33,373

Total Salary

$72,774

Currency USD

Salaries and allowances are paid in Swiss francs at the official rate of exchange of the United Nations.

Please refer to WIPO’s Staff Regulation and Rules for detailed information concerning salaries, benefits and allowances.

Additional Information

* Initial fixed-term appointment of two years, renewable subject to satisfactory performance and other applicable conditions. The selected candidate’s appointment will be subject to an overall term of five years in this position, with normally no possibility of renewal beyond that term. S/he may, however, apply and be considered for other positions at WIPO.

This is not applicable to WIPO staff members on fixed-term, continuing or permanent appointments, who were recruited following a competition under Staff Regulation 4.10 (“Appointment Boards”).

This vacancy announcement may be used to fill other posts at the same grade with similar functions in accordance with Staff Rule 4.9.5.

Applications from qualified women as well as from qualified nationals of unrepresented Member States of WIPO and underrepresented geographical regions are encouraged. Please click on the following links for the list of unrepresented Member States and the list of underrepresented regions and the WIPO Member States in these regions.

The Organization reserves the right to make an appointment at a grade lower than that advertised.

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By completing an application, candidates understand that any willful misrepresentation made on this web site, or on any other documents submitted to WIPO during the application, may result in disqualification from the recruitment process, or termination of employment with WIPO at a later date, if that employment resulted from such willful misrepresentations.

In the event that your candidature is shortlisted, you will be required to provide, in advance, a scanned copy of your identification and the degree(s)/diploma(s)/certificate(s) required for this position. WIPO recognizes higher educational qualifications obtained from institutions accredited/recognized in the World Higher Education Database (WHED), a list maintained by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed here: http://www.whed.net/. Some higher educational qualifications may not be listed in WHED, and will be reviewed on a case-by-case basis.

Additional testing/interviewing may be used as a form of screening. Initial appointment is subject to satisfactory professional references.

Additional background checks may be required.