Tuesday, December 31, 2013
Safeguards Divisional Records Assistant, G-5. IAEA, Vienna. Open until 9 January 2014
Position and Grade: Safeguards Divisional Records Assistant (G-5) Organizational Unit: Coordination and Support Section Division of Operations B Department of Safeguards Duty Station: Vienna, Austria Issue Date: 12 December 2013 Application Deadline: 9 January 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 Safeguards (SG) is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for some 180 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries. The Department of Safeguards consists of six Divisions: three Operations Divisions: A, B and C, for the implementation of verification activities around the world; three Technical Divisions: Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services; as well as two Offices: the Office of Safeguards Analytical Services and the Office of Information and Communication Services. The primary focus of each Division of Operations is to perform and document safeguards verification activities and to conduct analysis and evaluations aimed at providing assurances that States comply with their nuclear safeguards commitments. The Divisions implement a broad range of measures, including information analysis and in-field verification, to draw well-substantiated, credible safeguards conclusions for States. Main Purpose Reporting to the Section Head and the Senior Inspector in the Coordination and Support Section, the Safeguards Divisional Records Assistant acts as the focal point for the Archive and Records Management Section (ARMS) for any matter pertaining to the IAEA's electronic filing system (Livelink), the Electronic State File System (ESFS) and the Integrated Safeguards Environment (ISE) administration, assuring that all records and correspondence are registered in accordance with pertaining rules, that correct identification codes are assigned, that quality checks of the correspondence are performed, that all documents are scanned and input properly, and that errors are corrected as necessary. The Safeguards Divisional Records Assistant acts further as the divisional focal point for lending, tracking, and archiving Inspection Documentation Packages (IDPs) and Complementary Access Documentation Packages (CADPs), as well as other documents located in the Divisional Filing Station. Working Relationships The Safeguards Divisional Records Assistant has extensive interactions with all colleagues within the Division when they utilize the Divisional Filing Station, and when assisting them to organize data in and transfer data to the ESFS or how to properly handle classified records (hardcopy and electronic) in accordance with the Information Security Policy. Contacts with staff outside the Division include ARMS and the ESFS working group. Functions / Key Results Expected ◾Register Divisional documents (paper-based and electronic) correctly and reliably and distribute to all Officers concerned, assuring that all documents and Department related working papers (including Inspection Documentation Packages [IDPs] and Complementary Access Documentation Packages [CADPs]) are traceable and available at any time and that all highly confidential or confidential documents are handled according to the prevailing security rules within the Section. ◾Input records into Livelink, ESFS and ISE and perform quality control to ensure a high level is maintained. Set up the folder structure in cooperation with the ESFS working group. ◾Set up new users' profiles in Livelink, ESFS and ISE and keep them up-to-date for all current staff. Administer access rights, taking into account agreed criteria applicable to the Department and Division. ◾Act as the focal point dealing with questions related to the development and implementation of new records management systems and improvements to existing Safeguards document management systems, advising all Divisional staff on related issues. Knowledge, Skills and Abilities ◾Sound knowledge of records management procedures and practices in international organizations. Knowledge of the Department of Safeguards' work programme and the principle of the State-level concepts an asset. ◾Quality orientation: Ability to work very accurately and to pay attention to details. ◾High level of understanding of the importance of and the protocols involved with handling highly sensitive, confidential, and classified documents, specifically safeguards related. ◾Organizing skills: Ability to prioritise work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands. ◾Interpersonal skills: Ability to work and communicate effectively and in a tactful manner with colleagues at various levels and to establish working relationships with people in a multicultural team environment with sensitivity and respect for diversity. ◾Computer skills: Proficiency in MS Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard, and ability to use databases. Education, Experience and Language Skills ◾Completed secondary education. Secretarial/clerical training an asset. ◾Minimum of five years of relevant working experience, preferably in an international environment. ◾Experience using a records management system, e.g. Livelink or an Oracle-based application, an asset. ◾English language test (level 2) and typing test (level 2) at IAEA standard. ◾Language skills: Excellent knowledge of 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 €41 082 (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. 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.