Archivist at Council for Scientific and Industrial Research (CSIR)

About the job:

The CSIR has a vacancy for Archivist in the Knowledge Management and Information Services.The successful candidate will manage the CSIR Archives and the archival processes. The incumbent takes primary responsibility for the efficient running and performance of the Archives to assist the end-users with archiving services with an emphasis on transfer of records to the Archive, retrieval of records, retention and disposal thereof. The position is based in Pretoria.

Key responsibilities:

To apply the Records Management Policy and linked procedures in the management of CSIR’s archives and archival records i.e

• Take responsibility of research and non-research related archival records as stipulated in the CSIR’s file plan.
• Collect, appraise, analyse and index materials in support of historical corporate and research collections, including the identification of special collection and samples of research artefacts when feasible. (A variety of formats should be expected).
• Transform the CSIR archives and archival processes through automation and other digital methods. Develop, maintain and improve the Archives Database in terms of the selection and maintenance of the software, structure, standards, metadata requirements (e.g. validation lists) and ensuring that the need of the organisation is met.
• Keep abreast of developments and trends regarding archival services including relevant Acts. Contribute to the development and update of archival processes and procedures and create awareness thereof. Ensure that internal stakeholders and staff are inducted on these processes and practices.
• Apply proven experience in using the following systems and being able to apply that knowledge while indexing File Plan, Archival systems, Workflow or other routing systems, Metadata standards and subject specific thesauri.
• Apply sound records management principle in terms of non-routine requests for archival artefacts received. Assists both external clients and historians and CSIR staff in retrieving and providing records by applying access criteria as stated in the Records Management Policy and procedures.
• Provide professional opinion in matters related to archiving. Interact with Legal Services regarding the provision of information that are classified.
• Provide end-user training on archival services and in support of efficient retrieval support as well as the effective utilization of available databases. Monitor compliance of the organisation in terms of archiving of CSIR invaluable records
• Liaise with stakeholders and the National Archives ensuring that compliance and governance issues are met.

Maintenance of the physical archives

• Manage and monitor access control to the physical archives.
• Conduct regular shelf reading to ensure that items are correctly filed according to the information provided in the database.
• Recommend new equipment and technologies in the archives.
• Monitor existing systems in the archives e.g. climate control system, the fire prevention systems, (checking for balanced temperature, leaks and damage; and reporting and recording such instances and ensuring that reparation is done). Communicate with Facilities Management and other relevant stakeholders or service providers.
• Ensure that the Archive meets the SHEQ requirements.   

Qualifications, skills and experience:

• A Bachelor degree in an information science or related field is required with at least three years’ experience in the Records Management and Archival environment.
• A post graduate degree will be advantageous.
• Knowledge and understanding of the CSIR core subject matters, file plan and retention periods.
• Ability to appraise and analyse documents (and other formats) and extract relevant metadata so that these could be captured and retrieved accurately in the existing systems.
• Understanding of metadata schemas, preservation, and conservation techniques.
• Ability to build and maintain strong collaborative working relationships in the organisation, marketing and end-user training skills.
• All international qualifications require an evaluation report / certificate issued by the South African Qualifications Authority (SAQA).

Closing date: 06 June 2024