Thursday, March 1, 2018

Unit Head (Archives Unit), P-3. IAEA, Vienna. Open until 13 April 2018

Unit Head (Archives Unit)(P3) - (2018/0153 (179342))


: MTGS-Archives Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2018-02-27, 2:37:53 PM

Closing Date

: 2018-04-13, 10:59:00 PM
Duration in Months: 36
Contract Type: Fixed Term - Regular
Probation Period: 1 Year
Organizational Setting
The Department of Management’s Division of General Services (MTGS) provides service functions to the IAEA through its five Sections that ensure facilities management for its headquarters and for the Seibersdorf laboratories campus, travel, transport and general support services, archives and records management, and the operation of the Vienna International Centre Commissary. 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 Section Head of MTGS/ARMS the incumbent is ensures the efficient administration of the Archival Unit and is responsible for the development and implementation of strategies, policies, procedures and guidelines for the archival services of ARMS.

The Head of the Archives Unit is: (1) supervisor of the Archives Unit, planning and managing the activities of the Unit to ensure delivery of effective and efficient archival services; (2) expert of the archival workflow and archival management making informed decisions on preserving the Agency's assets and facilitating the development of his/her team (3) specialist in digital preservation, archival management and electronic recordkeeping advising the Section Head and the Director of Division; (4) liaison to other departments/divisions in the Agency on digital preservation, semantic technology and controlled access to IAEA historical holdings.

Functions / Key Results Expected
  • Contribute to Section planning focussing on changing priorities and driving for excellence in line with the IAEA's results-based programming approach, assist with the management of the Section and support the Section Head as required;
  • Plan, organize, manage and evaluate the work of the Archives Unit team in order to preserve the historical records of IAEA; ensure that the Archival Programme of IAEA is sound and comprehensive to manage hardcopy and digital records during their archival life-cycle;
  • Contribute to policy development related to the management of archival collections, continuously update the relevant chapters of the ARM Handbook, ARMS policies and procedures on archival operations and long-term preservation.
  • Oversee the physical storages of IAEA Archive and Records Centre guaranteeing preservation standards and fulfilling safety and security requirements by the Agency;
  • Oversee the development and implementation of archival management system in line with quality management standards, including the continuous improvement of workflows, metadata interoperability with IAEA recordkeeping systems. Supervises the maintenance and update of the archival management system of ARMS ensuring the publication and the update of find aids for both external and internal users.
  • Prepare work plans, ensure a balanced workload distribution, monitor work performance, assess staff development needs and propose development plans, and guide and supervise the staff of the Unit;
  • Identify priorities and targeted projects on digital preservation, electronic recordkeeping, data curation, digitization in relation to IAEA ’s archival material, proposing technology solutions on addressing data retention challenges on the long-run.
  • Monitor the state of the art of the archival domain, researches archival and recordkeeping theories to share knowledge with Section staff and consult on Agency wide projects.
Competencies and Expertise
Core Competencies
Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
Achieving Results
Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
TeamworkActively contributes to achieving team results. Supports team decisions.
Planning and Organizing
Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
Functional Competencies
Analytical thinking
Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.
Change Management
Adapts to changing circumstances, including emergencies and other unexpected situations.
Client orientation
Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.
Commitment to continuous process improvement
Plans and executes activities in the context of quality and risk management and identifies opportunities for process, system and structural improvement, as well as improving current practices. Analyses processes and procedures, and proposes improvements.
Judgement/decision making
Consults with supervisor/manager and takes decisions in full compliance with the Agency’s regulations and rules. Makes decisions reflecting best practice and professional theories and standards.
Leading and supervising
Demonstrates initiative and role model behaviour. Is proactive and works toward supporting an achievement oriented culture and performance excellence.
Required Expertise
FunctionNameExpertise Description
General ServicesArchives Management
Effectiveness in developing policies, procedures and new programmes based on modern concepts and techniques in archives management.
Administrative SupportDocument Management
In-depth knowledge of archives, records and information management concepts, methodology and techniques.
Management and Programme AnalysisProject Management
Ability to plan, coordinate, implement and control the archival projects on IAEA collections
Asset Expertise
FunctionNameExpertise Description
Nuclear ScienceNuclear Sciences and Applications
Knowledge of nuclear science history, its core research areas and relevance on IAEA holdings

Qualifications, Experience and Language skills
  • University degree in Humanities or related disciplines with specialisation in Archival Science, Records Management or Information Management.
  • A minimum of five years of demonstrated professional experience in archives, preferably in an international organization;
  • Practical experience in the implementation of archival management systems, digital repositories, digital preservation solutions;
  • In-depth knowledge of archival and recordkeeping standards, digitization, preservation and metadata standards of memory institutions;
  • Knowledge of semantic technology, linked data in the context of archival collections and data.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $59151 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 31705*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance

Applications from qualified women and candidates from developing countries are encouraged

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. Testing may be part of the recruitment process

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