Consultant - Cataloguing of the IBE audiovisual collection

JOB DETAILS

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 : 4 months

Hiring open to : External candidates

Application deadline (Midnight UTC+2 Time) : 16/11/2026

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

OVERVIEW

                The UNESCO International Bureau of Education (UNESCO-IBE) Documentation Centre holds an audiovisual collection of materials produced, collected, or received in the course of IBE activities, primarily between the 1970s and 1990s. The collection occupies approximately 23 large moving boxes and storage crates. It includes 16 mm film reels, slides, projection transparencies, filmstrips, videocassettes, magnetic tapes, CD-ROMs and floppy disks, as well as teaching materials and related documentation.

Originating in part from UNESCO Member States, these materials were used for exhibitions and for documenting teaching methods. They provide evidence of educational technologies and practices and of the IBE’s work as an international documentation centre. Existing descriptions are incomplete; partial inventories compiled in the early 2000s and related historical archives may inform the assignment.

The IBE seeks qualified specialists to assess, arrange, describe, catalogue and rehouse the collection, and to identify its principal preservation needs and priorities for future digitization and access.

ASSIGNMENTS

The objectives:

• Establish the composition, provenance, arrangement and historical value of the collection.
• Produce a reliable, searchable archival catalogue compatible with the IBE’s existing systems.
• Assess the condition of the media and identify urgent preservation needs.
• Improve physical storage through appropriate rehousing and labelling.
• Identify priorities and requirements for future conservation, digitization and access.

The assignment covers the following interrelated activities:

1. Survey, historical research and arrangement

• • • Review existing inventories, related archives and available documentation; establish provenance and context.
    • Conduct an initial survey to identify formats, volumes, groupings and any material requiring special handling.
    • Develop an agreed arrangement and description methodology, with reference codes and a classification structure.
    • Arrange and describe the holdings at series and sub-series level, adding more detailed description where justified by content or preservation needs.

2. Description and cataloguing

• • • Create a structured catalogue in Excel with fields agreed with the IBE Documentation Centre, following relevant archival standards, including ISAD(G), and appropriate conventions for audiovisual materials.
    • Record, as available and applicable, reference codes, titles, dates, provenance, scope and content, formats, quantities, languages, physical condition and locations.
    • Identify holdings of particular importance for the history of education and document uncertainties or gaps in attribution.
    • Prepare and harmonize catalogue information in French and English and make the metadata suitable for integration into the IBE TIND database.
    • Collaborate with the Documentation Centre on validation, import testing and necessary corrections to the catalogue.

3. Preservation assessment

• • • Assess the preservation condition of photographic, film, magnetic and legacy digital media through appropriately qualified specialist expertise.
    • Identify deterioration risks, handling restrictions, materials requiring urgent attention, and suitable storage conditions.
    • Recommend preventive conservation measures, archival enclosures and priorities for possible conservation treatment and digitization.
    • Identify any additional equipment or specialist services needed for safe examination, preservation or future transfer of content.

4. Rehousing and finalization

• • • Prepare a specification and quantities for the archival boxes, enclosures and other supplies required.
    • Once supplies are made available and appropriate handling measures agreed, rehouse and label the collection in cooperation with the Documentation Centre.
    • Complete and quality-check the catalogue, including the correspondence between descriptions, reference codes and physical locations.
    • Prepare a final report summarizing the work completed, the collection’s historical value, outstanding issues and recommended next steps.

CONTRACT DURATION

Contract duration: up to 4 months.

DELIVERABLES

The sequencing and proposed delivery dates should be specified by applicants in their work plans. Deliverables and any adjustments to the scope will be agreed before the assignment begins.

The assignment will require substantial on-site work at the IBE Documentation Centre in Geneva. The IBE will make available the collection and relevant existing documentation, and will review the proposed methodology and resulting records. The contractor is expected to protect the physical integrity of the materials and follow agreed handling procedures. Unstable materials should not be played or examined using potentially damaging equipment.

Digitization and specialist conservation treatment are not included in the present scope. Archival supplies and examination equipment should be identified and costed separately in the proposal; procurement or borrowing arrangements will be determined with the IBE. The contractor should distinguish these costs from professional fees.

COMPETENCIES - Core (C) & Managerial (M)

• 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.

REQUIRED QUALIFICATIONS

EDUCATION

Advanced university degree (Master’s or equivalent) or equivalent professional expertise in archival studies, history, history of education, information science or a related discipline.

WORK EXPERIENCE

• Demonstrated experience in archival arrangement and cataloguing, including historical research and the preparation of structured finding aids.
• Relevant experience with audiovisual collections and their descriptive and handling requirements.

SKILLS AND COMPETENCIES

• Access to specialist expertise in film, photographic and audiovisual conservation and preventive preservation.
• Ability to produce database-ready metadata and work with established archival description standards.
• Demonstrated capacity to undertake careful, practical work on historical collections.

LANGUAGES

• Excellent knowledge of English and French (oral and written).

APPLICATION PROCESS

All candidates must complete an on-line application and provide complete and accurate information. 

Please upload the following documents, as a single PDF document, in the ‘Employment History Form’ section:

1. 1. An up-to-date CV stating details of educational qualifications, work experience, including prior experience of similar work,
   2. A brief proposal (1-2 pages) outlining the approach/methodology to undertake the assignment and
   3. A Financial Proposal, based on the job description above.

SELECTION AND RECRUITMENT 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).

ADDITIONAL INFORMATION

• 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.
• UNESCO does not charge a fee at any stage of the hiring process.