The French Embassy in Kenya invites applications from qualified and motivated candidates for the position of Temporary Archives Assistant. This opportunity offers a one-month fixed-term engagement designed to support the Embassy’s internal document organization, archiving, and records management processes.
The successful candidate will play a key role in identifying, classifying, and inventorying official documents and files in accordance with the Embassy’s established archiving procedures and classification plan. This position is ideal for a detail-oriented individual with strong organizational and interpersonal skills, capable of maintaining accuracy, confidentiality, and efficiency in a structured diplomatic work environment.
Temporary Archives Assistant
The French Embassy in Kenya serves as a central diplomatic mission representing France’s political, cultural, and economic interests in the Republic of Kenya. Among its administrative functions is the maintenance and preservation of official records that document the Embassy’s activities, policies, and correspondence. To ensure the accuracy and traceability of its documentation, the Embassy seeks a qualified Temporary Archives Assistant who will assist in organizing and classifying archival materials.
This short-term assignment will contribute to the Embassy’s ongoing efforts to streamline its document management systems, preserve essential records, and facilitate easy retrieval of information. The role will involve working closely with Embassy staff in designated archive rooms, ensuring that materials are correctly sorted, labeled, inventoried, and maintained in compliance with the Embassy’s internal archiving standards.
Position: Temporary Archives Assistant
Location: French Embassy in Kenya – Peponi Gardens, off Peponi Road, Nairobi
Contract Type: Fixed-term (1 month)
Start Date: As soon as possible
Application Deadline: Not later than 7th November 2025
Working Hours:
- Monday to Thursday: 8:30 a.m. – 1:00 p.m. and 2:00 p.m. – 6:00 p.m.
- Friday: 8:30 a.m. – 1:00 p.m.
Remuneration: In accordance with the established salary practices of diplomatic missions in Kenya
Purpose of the Role
The primary purpose of this role is to assist the Embassy’s administrative team in the identification, description, classification, and inventorying of archival materials in designated storage areas. The Archives Assistant will support the reorganization of files and documents to ensure that they are properly labeled, systematically arranged, and compliant with the Embassy’s recordkeeping framework.
This process is critical to maintaining a well-structured documentation system that supports institutional memory, information security, and operational efficiency.
Main Responsibilities
The Archives Assistant will be responsible for carrying out a range of clerical and manual duties associated with document classification, record organization, and inventory preparation. The main tasks include but are not limited to:
1. Identification of Archives
- Locating and identifying files, folders, and documents in designated archive rooms.
- Sorting materials according to type, date, or administrative function.
- Ensuring that records are correctly attributed to their respective administrative departments or activities.
2. Standardized Description
- Describing identified records using standardized metadata and description formats established by the Embassy.
- Ensuring uniformity in labeling, referencing, and indexing of documents.
- Creating or updating file labels, file covers, or digital inventory lists as required.
3. Inventory Management
- Developing detailed inventories of all archived materials.
- Entering descriptions, reference codes, and storage locations into an inventory system or Excel-based tracking sheet.
- Verifying completeness and accuracy of records during the inventory process.
4. Archive Classification
- Classifying documents in accordance with the Embassy’s classification plan, ensuring all materials are logically organized.
- Arranging records in chronological order or as directed by the supervising officer.
- Segregating documents for retention or disposal in compliance with the Embassy’s archiving policy.
5. Organization and Labeling of Archive Boxes
- Labeling and numbering archive boxes for clear identification.
- Ensuring that boxes are sealed, stacked, and stored safely in their designated locations.
- Maintaining clear documentation of storage locations for ease of retrieval.
6. Compliance with Health and Safety Procedures
- Working safely in basement archive rooms, adhering to provided safety and dust protection guidelines.
- Handling archive boxes with care to prevent damage or injury.
- Following Embassy protocols for safe lifting, moving, and organizing heavy or bulky materials.
7. Confidentiality and Discretion
- Maintaining strict confidentiality in handling Embassy records and information.
- Ensuring compliance with the Embassy’s data protection and privacy standards.
- Reporting any irregularities, missing files, or damaged materials to the supervising officer.
Specific Working Conditions
This position involves hands-on physical work in an archive storage setting. The working conditions include:
- Working primarily in basement archive rooms where documents and boxes are stored.
- Handling archive boxes, some of which may be heavy or require careful lifting.
- Use of dust protection equipment (provided by the Embassy) to ensure safety and comfort while handling old documents and files.
- Close coordination with Embassy administrative personnel to ensure proper workflow and compliance with established archiving procedures.
The environment may involve repetitive tasks requiring precision, patience, and attention to detail. The successful candidate must be comfortable working in confined storage areas and capable of maintaining consistent accuracy throughout the assignment.
Desired Profile
The ideal candidate for the Temporary Archives Assistant position should demonstrate the following competencies and attributes:
- Strong organizational skills: Ability to plan, prioritize, and execute tasks systematically with minimal supervision.
- Attention to detail: Capability to maintain accuracy in document labeling, filing, and data entry.
- Reliability and discretion: Trustworthy in handling confidential diplomatic documents and sensitive information.
- Good interpersonal skills: Ability to work effectively as part of a small administrative team, communicate clearly, and collaborate professionally.
- Adaptability: Willingness to work in varying physical environments and perform manual handling tasks.
- Methodical and rigorous approach: Precision in following the Embassy’s classification standards and archiving protocols.
- Confidentiality: Commitment to uphold privacy and security requirements when dealing with official documents.
The Embassy values candidates who combine efficiency and professionalism with a commitment to accuracy and orderliness.
Key Competencies
The following competencies are critical for the role:
- Archival Organization: Understanding of basic document management or filing systems.
- Inventory Control: Ability to compile, record, and verify inventories accurately.
- Chronological Sorting: Competence in arranging records by date or document type.
- Classification Plan Adherence: Capacity to follow prescribed record classification frameworks.
- Record Preservation: Awareness of methods for protecting documents from dust, moisture, and damage.
- Physical Handling: Ability to lift, carry, and move archive boxes safely.
- Communication: Clarity and accuracy in reporting, documentation, and interaction with Embassy staff.
- Punctuality and Professionalism: Consistent adherence to schedules and quality standards throughout the assignment period.
Working Hours
The Archives Assistant will work full-time in accordance with the Embassy’s standard working schedule:
- Monday to Thursday: 8:30 a.m. – 1:00 p.m. and 2:00 p.m. – 6:00 p.m.
- Friday: 8:30 a.m. – 1:00 p.m.
These working hours are structured to ensure maximum productivity while maintaining a balanced workday within the Embassy’s operational framework.
Remuneration
The selected candidate will receive remuneration in accordance with the practices of diplomatic missions in Kenya. Compensation will be commensurate with the temporary and fixed-term nature of the contract.
Application Procedure
Interested candidates meeting the stated requirements are invited to apply for the Temporary Archives Assistant position no later than 7th November 2025.
