Records Assistant, G-5. IAEA, Vienna. Open until 10 March 2011

Position and Grade: Records Assistant (G-5)
Organizational Unit: Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 27 May 2010 (re-opened on 11 February 2011)
Application Deadline: 10 March 2011
Type of Appointment: Fixed term (subject to a probationary period of 1 year)
CCOG code: 2.A.23

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Organizational Setting
The Archives and Records Management Section (ARMS), Division of General Services, Department of Management is responsible for the management of official records of the IAEA.

The Records Unit, as part of ARMS, is responsible for registering incoming, outgoing, and internal paper-based and electronic records and correspondence written in any of the IAEA's six official languages and German.

Under the supervision of the Records Management Officer, the incumbent has to accurately distribute paper and electronic records to the responsible office(s) and to identify relevant staff who should receive information copies; to index codified correspondence in the Electronic Records Management System (ERMS) and to perform quality assurance checks of the registered correspondence.


Assignment
Records Assistants are assigned to work within teams servicing designated programme area(s). Teams include the Classified Records Group (CRG), which is responsible for handling all classified records (hardcopy and electronic) in accordance with Information Security Policy, Safeguards Manual and other related instructions.
To 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 ARM Handbook. To determine relevant Responsible Officer and copy appropriate distribution list for incoming records. To monitor and ensure that appropriate actions have been taken by the Responsible Officers on incoming records. To perform quality control of developed and duplicated microfilm.
To register incoming, outgoing, and internal paper and electronic records written in any of the IAEA's six official languages and German. To accurately distribute these to the responsible office(s) and identify relevant staff who should receive information copies.
To index codified correspondence in the Electronic Records Management System (ERMS) and perform quality assurance checks of the registered correspondence.
To provide information and reference services to the Secretariat and assist IAEA staff in good records management and proper information retrieval practices.
To input records data into ERMS; to perform quality control and correct errors, if any.
To provide information and reference services to the Secretariat upon request, including retrieving information stored on ERMS to assist programme areas.
To conduct audits of Records Offices and assist Records Office Clerks (Secretaries) in organizing and transferring files in accordance with ARM Handbook.
If assigned to the Classified Record Group (CRG), to perform other related tasks such as: filming, in-out charging, maintaining logbooks and transmittal forms for classified records, and shredding of classified records. To organize safe transport of confidential microfilm to the vendor. To provide advice to staff on handling classified records.
To perform any other duties consistent with the level of the post.

Knowledge, Skills and Abilities
Sound knowledge of records management procedures and practices in international organizations. Knowledge of IAEA programmes and activities an asset.
Quality orientation: Ability to work very accurately and to pay attention to details.
Sense of confidentiality: Ability to respect confidentiality when dealing with sensitive matters.
Organizing skills: Ability to prioritise work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking.
Computer skills: Working knowledge of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
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.
English Language Test (Level 2) and English typing Test (Level 2) at IAEA standard.
Language skills: Fluency in verbal and written English. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

Education and Experience
Completed secondary education.
At least 7 years of clerical experience, 2 years of which should be related to records management activities, records registration and/or document indexing.

Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €38 791 (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.



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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 to make an appointment with a modified job description or for shorter duration than indicated above.

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