Thursday, May 22, 2014

Archives Assistant, G-4. IAEA, Vienna. Open until 6 June 2014

Position and Grade: Archives Assistant (G-4)
Organizational Unit: Archives Unit
Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 7 May 2014
Application Deadline: 6 June 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.C.01

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, 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 Supervisor of the Archives Unit, the Archives Assistant supports operations of the records centre and the long term preservation of historical records under custody of the IAEA Archives by carrying out a wide range of office support and assessment activities in connection with records transfers, disposition and appraisal, retrieval and long term preservation of historical records in all media, retention and storage management, assistance to Agency’s information management related matters.

The Archives Assistant contributes to a variety of business processes, working independently as per duties assigned in the work plan, or as member of a project team.

Working Relationships

The Archives Assistant responds to standard queries from staff at all levels of the Agency as well as external users, such as scholars, researchers, government and international organizations. Advisory services and information provided may range from routine matters such as file retrieval from standard queries to complex research.

Functions / Key Results Expected

  • Perform business activities such as records transfers, location management, arrangement and archival description, appraisal, information retrieval services, long term preservation, as assigned in the work plan.
  • Process records transfers or inventorying through accurate data entry and data quality checks in compliance with established operating standards, including the physical move of paper records to the assigned location.
  • Perform specific parts of the appraisal process by destroying / shredding paper records.
  • Provide reference and reproduction (copying, scanning) services to internal customers and external researchers monitoring information security and access control rules and regulations.
  • Support the regular validation/revision process of established standard procedures and guidelines.
  • Contribute to organizational learning by supporting training activities within and outside the Archives Unit.

Knowledge, Skills and Abilities

  • Good organizing skills including the ability to set own priorities, to respect given deadlines and to work independently and to handle a large volume of work in an efficient and timely manner.
  • High level of accuracy in data entry and ability to pay attention to detail.
  • Good interpersonal skills: ability to work independently and be a team player in a multicultural environment with respect and sensitivity for diversity and to interact with clients in a customer oriented manner.
  • Strong sense of confidentiality: ability to act with diplomacy and discretion when dealing with confidential information, following established rules and procedures with regard to information security and protection of confidential information.
  • Good health and physical condition in order to lift boxes of records weighing 5 kg and to work in a dusty environment.
  • Computer skills: Working Knowledge of MS Office 2010. Knowledge of an archives management database is an advantage.

Education, Experience and Language Skills

  • Completed secondary education.
  • Minimum of four years of general clerical experience; knowledge of basic concepts and practical experience related to archives management activities would be an advantage.
  • English Language test and Typing test (level 2) to Agency standard.
  • Good command of written and spoken English. Knowledge of another official Agency language (Arabic, Chinese, French, Russian, Spanish) an advantage.


The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €36 261 (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 External applicants are required to apply online at You can find more information about employment opportunities and working at the IAEA at 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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