Digitization of the Archives of the Inter-Parliamentary Union

With its 135 years of history as the world’s oldest international political organization, the Inter‑Parliamentary (IPU) has amassed in its archives an exceptionally rich collection of documents, images and memorabilia dating back from late nineteenth century through to today. Among its treasures, the IPU archives comprise unique documents relating to no less than 27 Nobel Peace Prize laureates who had been associated with the Organization in one way or another. Given its present non-digital form, the collection cannot be consulted easily without assistance and is therefore not well known. For this reason and as part of its efforts to promote the digital transformation of parliamentary institutions globally, the IPU will begin the process of digitization of its archives starting with the segment comprising materials from the first fifty years of the IPU’s existence (1889-1939).

An initial analysis of this segment has revealed that it included some 355,800 pages of printed, typed and manuscript texts as well as numerous photos, drawings and press cuttings stored in altogether 247 standard archive boxes. Their physical preparation for digitization has already been completed.

In late 2022, the IPU commissioned a Roadmap Study covering both the technical and financial aspects of the archives’ digitization project and analyzing available options in the light of experience and best practices of a selected number of other organizations and institutions known to have carried out similar projects. The Study included several practical recommendations and paved the way for the start of the project’s implementation phase that should include a fund‑raising campaign to be carried out with a proactive participation of an external Senior Consultant whose responsibilities are described below.

The main objective of this position is to ensure the successful execution of the archives’ digitization project in an orderly and cost-effective way, with special attention paid to the technical quality of the outcome, through efficient teamwork with service providers, and by running all activities in accordance with approved project plans, designs and specifications.

Organizational setting and reporting relationships

The Consultant will report to the Director for Member Parliaments and External Relations. The day-to-day supervision of the Consultant’s work as well as all necessary practical assistance will be the responsibility of the Chief of the IPU Archives (currently a pro bono position).

Accountabilities

The Senior Consultant will be expected to:

• Get acquainted in a hands-on way with the entire collection of archived IPU materials from 1889 to 1939, including the corresponding printed and electronic catalogues.
• Develop a work plan based on the findings and recommendations of the Roadmap Study and that covers all phases of the practical implementation of the digitization project up to the delivery of the final product.
• Prepare detailed technical terms of reference to be shared with both prospective donors and service providers.
• If necessary, resort to third-party professional assistance when preparing attractively laid-out printouts, electronic presentations and other illustrative materials highlighting the overall objective and cultural value of the IPU archives’ digitization project, and when setting out its technical and financial parameters for donors and the media.
• Analyze information regarding the two alternative fundraising strategies described in the Roadmap Study and propose practical ways of implementing the best strategy.
• In collaboration with relevant services and individual staff members of the IPU Secretariat and particularly with the Division of Support Services, propose funding agreements with donors and proactively participate in related fundraising activities ensuring financial sustainability of the archives’ digitization project.
• In collaboration with the Division of Support Services, manage administrative and logistical arrangements relating to the organization, in conformity with applicable IPU policies and rules, of competitive tenders among digitization service providers with proven records of success in projects of digitization of cultural heritage, with the final product (an online database) delivered on a turnkey basis. Absolute guarantee of safe transportation and handling of archive materials must be a mandatory condition.
• Project-manage the IPU relationship with the digitization service provider selected through the tender, ensuring effective quality control of the digitization process, of pre- and post-digitization tasks and of metadata creation.
• Identify optimal solutions regarding the choice of digital archives management tools and of long-term digital archives preservation software. Implement those solutions with the assistance of a digital preservation service provider selected through a second competitive tender.
• Control project expenditures within approved funding and keep administrative records in respect of project activities.
• Prepare project reports for submission to donors and the IPU governing bodies.
• Help develop a communication policy highlighting the unique cultural value of the IPU historical archives and provide regular updates (through the IPU website and in social media) on progress in the implementation of the digitization project.
• Support visibility of key project donors.
• Carry out such other duties as may be required to ensure the success of the archives’ digitization project, and which are consistent with the overall responsibilities of the position.

Required skills and experiences

• Advanced University degree in library science, archives and records management, or a related field
• A minimum of five years of work experience in a field relating to archiving and information technology
• Prior participation in high-value digitization projects
• Previous work experience with international organizations will be an advantage
• Demonstrated project management skills and knowledge of donor policies and funding modalities
• Perfect written communication skills, with analytic capacity and ability to elaborate attractive and convincing presentations, and ability to synthesize project outputs for reporting purposes
• Excellent oral communication skills
• Perfect command of written and spoken English or French is essential, good knowledge of the other of the two languages is highly desired.

Contract length

The position of the Senior Consultant will be initially opened for a period of twelve months, from 17 February 2025 until 13 February 2026, working at 80% (four days a week). Conditions for possible renewal of the contract will be announced three months before the end of the initial term.

Remuneration

Interested candidates should indicate their proposed daily fee for a working day of seven and a half hours.

Location

The position will be based in the Archives building at the IPU Headquarters in Geneva, Switzerland. Nonetheless, depending on the nature of the undertaken tasks and with the consent of the supervising officer (Chief of the IPU Archives) some of the tasks can be carried out remotely.