HEAD OF COLLECTION’S OFFICE
QUALIFICATIONS
• Experience managing objects, furniture, artworks, and household collections—or equivalent
experience—with a strong understanding of logistical and administrative processes
(transport, importation, conservation, etc.).
• (Strong) IT skills, including proficiency in SQL database and archive management, as well as
standard office software (Excel, Word, PowerPoint).
• Knowledge of digital document management, including digitization, archiving, and
information classification.
• Ability to manage multiple projects simultaneously, work under pressure, and meet deadlines
while handling daily operational tasks.
• High level of autonomy, initiative, and problem-solving capabilities.
• Excellent oral and written communication skills, with the ability to interact effectively with
internal and external stakeholders.
• Languages: Fluent in French and English (written and spoken). Knowledge of an additional
language is an asset.
MAIN RESPONSIBILITIES
1. Management
o Lead a team of 4 specialisist
o Ensure proper task planning through adequate resources’ allocation
2. Collection Management Support
o Collaborating with daily operations, including updating inventories, monitoring
acquisitions and loans, documenting and overseeing physical movements.
o Maintain physical inventory files, ensure accurate data entry and archiving as well as
audit trails related to data and objects.
3. CMS adminsitrator
o Be the administrator of the CMS (creation of new user, design CMS’ evolution and
ensure proper implementation/parametrization, monitoring of the system’s job like
backup operatios)
o Coordinate system maintenance in collaboration with software editor and hardware
providers.
o
4. Logistics and Movement Coordination
o Ensure preparation and execution of logistics and related documentation for
transportation, loans, exhibitions etc (contracts, certificates of authenticity, condition
reports, etc.).
o Monitor physical movements of items across various locations.
o Ensure all related documents are updated and properly archived in the system.
5. Administrative Assistance and Document Management
o Ensure archiving and digitization of collection-related documents, including contracts,
condition reports, and assessments.
o Ensure adequate organisation of digital archives and ensure information is at all time
managed according to security and confidentiality standards.
6. Internal Communication and Coordination
o Maintain effective communication with the owner of the collections, internal teams,
consultants and external partners (experts, restorers, transporters, galleries, etc.) to
support ongoing projects.
o Ensure smooth information flow and assist in coordinating tasks and priorities across
the team.
WORK ENVIRONMENT / PHYSICAL ACTIVITIES
• Primarily office-based work, with occasional visits to storage facilities and other locations.
• Handling of artworks and objects, including packing, moving, and installation using
appropriate equipment (ladders, carts, etc.).
• Fast-paced, multitasking environment requiring responsiveness to internal and external
requests and efficient communication.
REQUIRED SKILLS
• IT Proficiency: Strong command of digital tools and office software (Excel, Word), with
experience managing SQL databases and digital archives.
• Document & Digital Management: Ability to manage digital archiving processes and maintain
organized, secure document systems.
• Organizational Skills: Strong attention to detail, ability to manage multiple projects, and
capacity to maintain accurate inventories and prioritize effectively.
• Communication: Excellent written and verbal communication skills for reporting, internal
coordination, and interaction with external providers.
• Languages: Fluency in French and English; knowledge of a third language, such as Spanish, is
an advantage.