Registrar position (AC-TAP) at the Natural History Museum of Denmark, Department of Biology

The Natural History Museum of Denmark is seeking a Registrar to a shared support position for the Collections & Research department and the Exhibition department. The position is available from November 1st 2019. Currently it is funded for a 2-year period, but can possibly be extended.

This position ensures that the Museum meets its public trust responsibilities by guaranteeing documented compliance of all collection and exhibition activities with collection policy, procedures, regulations, and professional standards. The person hired in this position will work collaboratively with curators, collection managers and exhibition personal to ensure the museum meet the highest ethical and legal compliance standards.

The Natural History Museum of Denmark is embarking on a period of change. Our large and complex collections are at the heart of our future plans, from the development of our new museum through to our changing exhibition programme and external loans with the Registrar working across these projects.

The Registrar is responsible for creating, compiling and maintaining legal documentation, histories of use, accessions/deaccessions, and loan documentation concerning the NHMD collections and exhibitions. Additionally, the registrar acts as Lead Registrar on all exhibits and is responsible for managing incoming and outgoing exhibition loans.

The ideal candidate for this position is familiar with natural history and/or cultural collections, is detail-oriented, and able to work in a fast-paced environment with a large team.

Responsibilities for this position include, but are not limited to:


  • Coordinates with curators and collection managers to create, compile and maintain legal documents, histories of use, and physical histories of permanent collections objects and/or specimens. This includes legal forms and acknowledgements; permanent collection accessions; loan, conservation, and condition records; exhibition, insurance and location records.
  • Coordinates with curators and collection managers to document accessions, deaccessions and loans, and reviews for ethical and legal compliance.
  • Generates annual collection reports for accessions/deaccessions and other registrarial-related reports.
  • Sets data standards and ensures ongoing and up to date data input.
  • Prepare, monitor, and renew collection permit applications, collection MOUs and agreements, and repository agreements.
  • Consultat on data policies (e.g., GDPR) and international conventions of importance for collection data (e.g., Nagoya, CITES etc.)
  • Monitors national and international laws that impact collections, collecting, and other museum issues.
  • Train and educate staff in the best practices for processing accessions and loans.


  • Manages outgoing and incoming exhibition loans. Generates loan agreements, insurance certificates, condition records and receipts.
  • Applies for Immunity from Seizure and Cultural and Wildlife import and export permits, as needed.
  • Reviews facility reports, mount/case designs. Consults with relevant departments (conservators, photographers, contractors), as needed.
  • Advises exhibit project team members on registrarial concerns and issues in the planning stages of incoming and in-house exhibitions (e.g., insurance, security, gallery environment, logistics of shipping, handling, installation/deinstallation, etc.).
  • Provides support to various Museum staff, lending institutions, private lenders, packers, freight movers and shipping agents to coordinate logistics and scheduling of all incoming loans to the exhibitions.
  • Processes, updates and maintains the records for outgoing exhibition-related loan transactions from the Museum (including review of borrower’s loan agreement, facility report, and insurance coverage) in cooperation with curatorial, collections, and conservation staff.
  • Provides registration support for artifacts included in travelling exhibits, and updates to core exhibits.


  • Master’s degree in natural sciences, anthropology, museum studies or other relevant study.
  • Experience in Museum registration, including experience using collections management databases. Skill in the use of personal computer software packages such as word processors, spreadsheets, databases, and presentation graphics.
  • Knowledge of the concepts, principles, and practices of museum transaction management, collections inventory control and audit functions, gained through experience and/or training in museum registration techniques.
  • Knowledge of legal, regulatory and ethical issues relating to natural science and/or cultural collections, gained through work experience and/or training involving regulations, conventions, or treaties pertaining to the domestic and international collections acquisition and movement of objects and specimens.
  • Preferably experience with natural science (biological) collections and/or materials; artifact handling standards, artifact condition reporting standards, domestic and international shipping standards.
  • Preferably previous experience with legal, regulatory, and ethical environment surrounding natural history and cultural collections.
  • Meticulous record-keeping skills and excellent time-management skills.
  • Good communication and writing skills, both general but in particular on technical issues.
  • Knowledge of professional societies and publications pertaining to museums and collection and information management.
  • Knowledge of administrative and supervisory practices.
  • Ability to manage complex projects
  • As a minimum fluent in English (written and spoken).

About the Natural History Museum of Denmark

The Natural History Museum of Denmark is the Danish national museum for zoology, botany and geology, and it contains large global scientific collections of preserved animals, plants, fossils, and minerals. In its current form, the museum was established on January 1, 2004 by the merging of four long-standing institutions: the Botanic Garden, the Botanical Museum & Central Library, the Geological Museum, and the Zoological Museum.

The history of the Natural History Museum of Denmark and its collections can be traced back to the 17th century. A new museum of natural history is currently being built in the Botanical Garden ( and will present the museum with a number of big challenges in relation to the coming move of the collections, displays within new galleries and the establishment of new storage facilities.

The collection support staff collaborates with the Head of Collections, the scientific curators of the museum and the members of the exhibitions department in the curation of specimens, including preparation, preservation, registration, etc. The collection support staff is organized in a cross-cutting unit under the Head of Collections. The Natural History Museum of Denmark (NHMD) is part of the University of Copenhagen, and therefore host and supervise undergraduate, graduate and PhD students as well as postdocs that use the museum collections for their research. The museum is an international institution with many foreign students and researchers and English is widely used as working language.

The Exhibitions department at the Natural History Museum of Denmark are responsible for developing and delivering, alongside other museum staff, the new galleries of the new museum. In addition to this, the Exhibitions department works on a vibrant programme of high profile, temporary exhibitions for a range of audiences and gallery upgrades in existing locations.

Additional information

More information about the position can be obtained from Head of Collections Management Majken Them Tøttrup -

More general information about the Natural History Museum of Denmark is available from our website

Terms of salary and employment

The employment and salary is made in accordance with the Circular on the Collective Agreement concerning academics in the state sector concluded between the Ministry of Finance and AC (the Danish Confederation of Professional Associations).

Employment will be as academic employee. The salary is based on seniority and is currently between DKK 25,788 and DKK 31,423 per month plus pension contribution. It is possible to negotiate additional salary according to documented previous experience and special qualifications.The working time are 37 hours per week on average. The working hours are flexible.


Applications is to be submitted electronically with a CV plus documentation for education and eventually letters of reference via the Job Portal. The application should be submitted no later than 27 September 2019 at 11:59 PM CET +2. Only electronic applications are accepted.

The University of Copenhagen wishes to reflect the diversity of society and welcomes applications from all qualified candidates regardless of gender or personal background.


Københavns Universitet giver sine knap 10.000 medarbejdere muligheder for at udnytte deres talent fuldt ud i et ambitiøst, uformelt miljø. Vi sikrer traditionsrige og moderne rammer om uddannelser og fri forskning på højt internationalt niveau. Vi søger svar og løsninger på fælles problemer og gør ny viden tilgængelig og nyttig for andre.


Ansøgningsfrist: 27-09-2019
Ansættelsesdato: 01-11-2019
Afdeling/Sted: Department of Biology

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