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Tuesday, July 1, 2014

Records Assistant, G-5. IAEA, Vienna. Open until 21 July 2014

Position and Grade: Records Assistant (G-5)
Organizational Unit: Records Unit
Archives and Records Management Section
Division of General ServicesDepartment of Management
Duty Station:Vienna, Austria
Issue Date: 24 June 2014
Application Deadline: 21 July 2014
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


Organizational Setting

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, works with the press to help clarify the technically complex work of the IAEA, and ensures that all Board documents are translated and distributed on a timely basis to Member States.

The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.

The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable 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.

Main Purpose

Under the supervision of the Head, Records Unit, the Records Assistant ensures the effective and efficient management of records within the IAEA. This includes the accurate distribution of paper and electronic records to the responsible office(s) as well as identifying relevant staff who should be receiving information copies. He/she codifies correspondence and ensures it is appropriately registered in the Electronic Records Management System (ERMS) and performs quality assurance checks of the registered correspondence.

Working Relationships

The Records Assistant reports to the Head of the Records Unit and liaises with focal points in the various Departments where the correspondence is to be directed as well as staff in the Records Unit.

Functions / Key Results Expected

Records Assistants are assigned to work within teams servicing designated programme areas. Teams include the Records Registration Team (RRT), Classified Records Team (CRT), and the Records Advisory Team (RAT). The Records Registration Team is responsible for registration of all official correspondence. The Classified Records Team is responsible for handling all classified records. The Records Advisory Team is responsible for all support activities related to records management such as education and training. The functions of the incumbent include:
  • Classify and assign identification codes by subject or project to incoming, outgoing and internal records, received either in hardcopy or electronically, in accordance with the Archives and Records Management Handbook. Determine relevant Responsible Officer and copy appropriate distribution list for incoming records. Monitor and ensure that appropriate actions have been taken by the Responsible Officers on incoming records;
  • Register incoming, outgoing and internal paper and electronic records written in any of the IAEA's six official languages and German;
  • Input codified correspondence in the ERMS and perform quality assurance checks of the registered correspondence;
  • Distribute correspondence to the responsible office(s) and identify relevant staff who should receive information copies;
  • Provide information and reference services to the Secretariat and assist IAEA staff with regards to good records management and proper information retrieval practices;
  • Maintain the Forms Inventory Database and ensure established procedures are followed whenever forms have to be modified or replaced;
  • Conduct audits in IAEA offices and liaise with Records Office Coordinators on record keeping matters including records (both paper and electronic) filing and use, as well as transfer and/or disposal in accordance with the Archives and Records Management Handbook;
  • Perform other related tasks for classified records, such as assigning security classification codes, scanning, in and out charging, maintaining logbooks and transmittal forms, as well as shredding of classified records. Additionally, advise IAEA staff on proper handling of classified records;
  • Assist the Head of the Records Unit in conducting records management awareness training sessions in the IAEA

Knowledge, Skills and Abilities

  • Knowledge of records management policies and practices in international organizations an asset.
  • Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
  • Sense of confidentiality: Ability to respect confidentiality when dealing with sensitive matters.
  • Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking.
  • Interpersonal skills: Ability to communicate effectively and in a tactful manner with staff at various levels and to work in a multicultural environment with sensitivity and respect for diversity. Ability to maintain a range of contacts and deal appropriately with counterparts.
  • Knowledge sharing: Ability to provide training and guidance to newly recruited office staff, advising them on the administrative practices and procedures to be followed.
  • Computer skills: Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
  • Experience with digitisation, databases and/or Electronic Document and Records Management software (Livelink) an asset.

Education, Experience and Language Skills

  • Completed secondary education with an academic background in records management an asset.
  • Minimum of five years of work experience, two years of which in records management.
  • Exposure in an international setting essential.
  • English Language Test (level 2) and English Typing Test (level 2) to IAEA standard.
  • Language skills: Excellent command of written and spoken English. Knowledge of another official IAEA language (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 €41 947 (subject to mandatory deductions for pension contributions and health insurance), 6 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. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. 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.

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