- Plan, organize, manage and evaluate the work of the Records Unit, continuously reviewing effectiveness, focusing on priorities and driving for excellence. Specific tasks include: prepare work plans, ensure a balanced workload distribution, monitor work performance, and guide and supervise the staff of the Unit.
- Ensure economy and efficiency in the creation, use, maintenance and disposal of records, information, data by coordinating the implementation and update of IAEA's Records Management Programme.
- Lead the Records Unit into the transition to an effective, business-oriented advisory and operations service for record keeping.
- Facilitate staff development in the Records Unit including competencies and skills to support the modern functions of ARMS regarding managing information.
- Evaluate, update, innovate and improve Agency record keeping policies and procedures (Records Management Programme), translate them into ARMS projects, and participate in policy update indirectly effecting record keeping practices in the Agency.
- Liaise with internal stakeholders to ensure adherence to Agency policies through information auditing, monitoring and evaluation, and the consistent application of approved records retention policies and procedures in a hybrid environment.
- Participate in the development/implementation of digital record keeping solutions and applications including benchmarking, standardization and continuous improvement of business processes and procedures.
- Lead the development, monitor the relevancy of RM curriculum to deliver training on the records management programme to staff throughout the IAEA.
- Ensure accurate and up-to-date documentation/ filing, handover for Records Unit functions and responsibilities.
- Keep abreast of best practices in information governance within the UN Common System to seek continuous technology and process improvement in the delivery of services. Share knowledge of new information management trends from different disciplines, approaches, IT solutions to foster innovation in the division and department.
|Planning and Organizing|
Sets clearly defined objectives for himself/herself and the team or Section. Identifies and organizes deployment of resources based on assessed needs, taking into account possible changing circumstances. Monitors team’s performance in meeting the assigned deadlines and milestones.
Encourages open communication and builds consensus. Uses tact and discretion in dealing with sensitive information, and keeps staff informed of decisions and directives as appropriate.
Sets realistic targets for himself/herself and for the team; ensures availability of resources and supports staff members in achieving results. Monitors progress and performance; evaluates achievements and integrates lessons learned.
Encourages teamwork, builds effective teams and resolves problems by creating a supportive and collaborative team spirit, remaining mindful of the need to collaborate with people outside the immediate area of responsibility.
Applies business analytics to establish programme priorities. Makes rational judgements from the available information and analysis.
Examines client plans and develops services and options to support ongoing relationships. Develops solutions that add value to the Agency’s programmes and operations.
Consults with and seeks advice at the appropriate managerial level when making complex decisions. Facilitates dialogue and development of best practice to support judgement/decision making, in full compliance with the Agency’s regulations and rules.
|Administrative Support||MS Office (Word, Excel, Outlook, PowerPoint)|
Advanced computer skills, including database applications.
Management and Programme Analysis
Ability to plan, coordinate, implement and control the records management programme for the creation and management of reliable and usable records.
Records Keeping and Documents Management
Effectiveness in developing policies, procedures and new programmes based on modern concepts and techniques in records management.
Records and Documents Administration
In-depth knowledge of modern records management concepts, methodology and techniques.
- University degree in records, information management, archival studies or a related field. Post-graduate training or certification in records management is desirable.
- A minimum of five years of progressively responsible professional experience in records, information and archival management, preferably in an international organization or another multicultural environment.
- Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, Russian and Spanish) is an asset.
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