Documentalist (IBE Historical Archives Digitization and Relocation Project) (Geneva, Switzerland) contract

Type of contract : Consultant Contract

Level :  Level 2 – Middle

Hiring Unit : International Bureau of Education (IBE)

Duty Station : Geneva

Work location : On site

Duration of contract : 5 months

Hiring open to : External candidates

Application deadline (Midnight UTC+2 Time) : 28/04/2026

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

          Since 2016, the UNESCO International Bureau of Education (IBE) has been engaged in the digitization of its historical collections. Phase 1 of this initiative successfully digitized the IBE Historical Archives covering the period 1925–1969. These materials are now accessible through the IBE Digital Library, Historical Collections of the IBE, developed in collaboration with TIND, a spin-off of CERN’s Invenio Library Management Software.

Building on this achievement, the IBE Documentation Center aims to continue the cataloguing and digitization of its Historical Archives for the period 1969–2000. This initiative seeks to ensure the proper organization, accessibility, and long-term preservation of these resources in line with international archival and documentation standards.

In parallel, the IBE is in the process of relocating to new premises. This transition requires the systematic preparation, reorganization, and secure transfer of archival materials, closely linked to the cataloguing and digitization activities.

The consultancy aims to:

• Support a comprehensive overview of uncatalogued archival collections.
• Support the cataloguing and classification of these collections using international standards.
• Contribute to the prioritization of materials for digitization, ensuring improved accessibility and usability.
• Ensure the systematic preparation, organization, and documentation of archival materials to support their safe and efficient relocation to new premises.
• Ensure the integrity, traceability, and continued accessibility of archival collections throughout the relocation process.

Under the overall authority of the Director of IBE and the direct supervision of the Head of the Knowledge Creation and Management (KCM) Programme, the Documentalist will undertake the following tasks:

1. Cataloguing and Classification

• • Support the organization, classification, and cataloguing of archival records in accordance with international standards (e.g., ISAD(G), MARC 21, Dublin Core).
  • Update inventory lists of uncatalogued materials.
  • Prepare, organize, and label physical and digital records for processing.
  • Handle, sort, and physically organize archival materials, including retrieving, moving, and re-shelving boxes and files as required.
  • Support the preparation and organization of archival materials in view of their relocation, ensuring proper tracking and documentation. 

 2. Repository Management and Records Disposal

• • Assist in identifying and processing records eligible for disposal in line with retention policies.
  • Support coordination with relevant stakeholders regarding records disposal.
  • Participate in the physical handling, relocation, and preparation of records for storage, transfer, or destruction.
  • Assist in overseeing the secure physical destruction of records where applicable.

 3. Research and Documentation Support

• • Provide support to researchers (on-site and online) by facilitating access to archival materials.
  • Contribute to improving the usability and accessibility of catalogued and digitized collections.

 4. Prioritization for Digitization

• • Support the identification of high-priority materials for digitization based on historical value, demand, and preservation needs.
  • Contribute to strategies that enhance access and discoverability of digitized content.

 5. Coordination and Reporting

• • Liaise with internal and external stakeholders as required.
  • Contribute to reporting, documentation, and knowledge-sharing activities.
  • Monitor progress of assigned tasks and ensure timely delivery of outputs.
  • Perform other related duties as required.

The assignment will be carried out over a period of 5 months, May – September 2026

• Recommendations for digitization prioritization
• Contribution to the organization, tracking, and documentation of archival relocation
• Progress report(s) and final report summarizing activities and outputs.

• Communication (C)
• Accountability (C)
• Innovation (C)
• Knowlegde sharing and continuous improvement (C)
• Planning and organizing (C)
• Results focus (C)
• Teamwork (C)

For detailed information, please consult the UNESCO Competency Framework.

EDUCATION 

• Advanced university degree in Library and Information Science, Archival Studies, Documentation, or a related field.

WORK EXPERIENCE

• Minimum of 3–5 years of relevant professional experience in archival management, cataloguing, or documentation.
• Demonstrated knowledge of international cataloguing and archival standards (e.g., ISAD(G), MARC 21, Dublin Core).
• Experience with digital repositories and library management systems is an asset (e.g., TIND, Invenio, or similar).

SKILLS AND COMPETENCIES

• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.

LANGUAGES

• Excellent written and spoken English; knowledge of French is an asset. 

Interested individuals are invited to submit to UNESCO-IBE the specific requirements through its Success Factors portal at UNESCO careers website.  

Interested candidates should click on “Apply Now” and download and complete the Employment History form (Word document) in ‘Employment History Form / My Documents’.

Before uploading the document, at the end of the word document, please insert the extra pages with the following required information:

A written proposal comprising:

• An up-to-date CV
• A technical proposal outlining their understanding of the assignment and proposed methodology and,
• A financial proposal indicating the consultancy fee.

The complete application shall be submitted on or before 28 April 2026; midnight, Geneva time.

Due to the large number of applications we receive, we are able to inform only the successful candidate(s) about the outcome or status of the selection process.

Please note that all candidates must complete an on-line application and provide complete and accurate information, by the above deadline.

To apply, please visit the UNESCO Careers website. No modifications can be made to the application once submitted. 

The process may include pre-recorded video interviews and/or written assessments, interviews with a Panel, as well as reference checks. In addition, candidates may be requested to provide additional information which may be pertinent to the position’s qualifications.  

Please note that all candidates, whether selected or not, will be informed of the outcome of their application in due course. 

Short-listed candidates may also be added to Talent Pools; subject to their consent (i.e. Data Privacy Statement).

• UNESCO recalls that paramount consideration in the appointment of personnel shall be the necessity of securing the highest standards of efficiency, technical competence and integrity.
• UNESCO applies a zero-tolerance policy against all forms of harassment.
• lndividuals from minority groups and indigenous groups and persons with disabilities are equally encouraged to apply.
• All applications will be treated with the highest level of confidentiality.
• The statutory retirement age at UNESCO is 65 years.
• UNESCO does not charge a fee at any stage of the hiring process.