Monday, June 25, 2012
Mail Clerk, G-3. IAEA, Vienna. Open until 7 July 2012
Position and Grade: Mail Clerk (G-3) Organizational Unit: Mail Unit Archives and Records Management Section Division of General Services Department of Management Duty Station: Vienna, Austria Issue Date: 8 June 2012 Application Deadline: 7 July 2012 Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year CCOG codes: 2.A.23.c -------------------------------------------------------------------------------- Organizational Setting The Division of General Services is one of the six Divisions in the Department of Management. The Division of General Services provides service functions through the Director's Office and five Sections: Facilities Management, Seibersdorf Facilities Management, Archives and Records Management, Transport and General Support, and Commissary Management. The Archives and Records Management Section (ARMS) establishes a framework for the creation and management of authentic, reliable and useable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three units: Mail, Records and the Archives Unit. The Mail Unit provides messenger, mail, courier and pouch service to the IAEA. It is responsible for the processing of daily Incoming Mail including the in-house distribution via Messenger Service as well as the processing and dispatch of Outgoing Mail. Main Purpose Under the supervision of the Unit Supervisor, the Mail Clerk is responsible for the day-to-day operation of the Central Mail Room (CMR) including the screening and pre-sorting of incoming mail. He/she assists the Unit Supervisor and acts as coordinator in CMR, coordinates mail delivery services, trains new staff members and provides information about mail delivery changes. Working Relationships The Mail Clerk interacts with staff at all levels in performing the duties including dealing with telephone inquiries and direct visits by personnel of Permanent Missions and Company representatives (Sealed Bids) and is required to provide accurate information related to the procedures of the Unit. He/she is the main contact point for Records Unit staff in relation to the transmission of through mail. In addition the Mail Clerk maintains good working relationships with representatives from the Austrian Postal Services, the Documents Distribution area as well as mail and pouch counterparts in other areas of the Vienna Based Organizations (VBOs). Functions / Key Results Expected Coordinate the efficient operation of the IAEA Central Mail Room. Oversee the collection of incoming mail from the Austrian Postal Services, separate official and private mail, and assist with the opening of official mail for further processing. Coordinate the distribution of all incoming mail to the respective mail stations. Oversee the receipt of hand carried mail (including Sealed Bids). Deal with general inquiries and provide accurate instructions in all areas of mail operations, including the coordination of requests for hand carried mail services. Monitor staff moves/departures and maintain a record of such moves via Livelink. Assist in the processing of outgoing mail items. Knowledge, Skills and Abilities Knowledge and familiarity on all aspects of operations related to Mail Unit and Archives and Records Management in general. Basic computer skills and knowledge of the MS Office package which is the IAEA's standard. Excellent communications skills and the ability to provide clear and concise information when dealing with inquiries. Organizing skills: Ability to carry out routine duties independently, and to deal with issues that may arise on own initiative. Quality orientation: Accuracy and ability to pay attention to detail. Customer orientation: Ability to deal with staff at all levels in a professional and tactful manner. Good interpersonal skills, including the ability to operate effectively across organizational boundaries and the ability to establish and maintain working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Physical fitness, the incumbent has to spend extensive periods walking and must be able to work under stress situation. Education, Experience and Language Skills Completed secondary education. Minimum of two years of relevant experience in the field of mail processing. Experience in data entry applications. English Language Test (Level 2) and English Typing Test (Level 2) to IAEA standard. Good knowledge of English and German is required. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an asset. Remuneration The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €29 790 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance. How to Apply Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. -------------------------------------------------------------------------------- Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.