Monday, November 24, 2014

Records Assistant, G-6. IAEA, Vienna. Open until 14 December 2014

Position and Grade: Records Assistant (G-6)
Organizational Unit: Records Unit
Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 17 November 2014
Application Deadline: 14 December 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 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 Head, Records Unit, the Records Assistant ensures the effective and efficient management of records within the IAEA by overseeing the proper handling of records by Records Assistants who are assigned to process classified records. He/she is also responsible for assigning security classification, codifying, registering and distributing official classified records.

Working Relationships

The Records Assistant reports to the Head of the Records Unit and assists with interaction between the Unit and Records Office Coordinators, Department of Safeguards, Division of Information Technology (MTIT) and the Division of Nuclear Security (NSNS).

Functions / Key Results Expected

  • Assist the Head of the Records Unit in coordinating the work of the staff assigned to process and handle classified records within the Records Unit including assignment of work, quality control, ensuring daily delivery and retrieval of services of classified and unclassified reports to and from the Department of Safeguards and the Department of Nuclear Security.
  • Apply security classification, file codification and distribution routing to official classified correspondence in accordance with the IAEA's Information Security Policy and Procedures and Record Keeping Policy as well as Safeguards Manual.
  • Monitor, update and revise the file codes and create new file codes as necessary.
  • Assist the Records Systems Assistant in performing administrative tasks related to the Electronic Records Management System (ERMS) Assistant application including maintaining an inventory of application improvements, coordinating quality testing of alpha and beta versions before release and monitoring performance once new versions are rolled out.
  • Monitor interaction between the ERMS Assistant application and Livelink on both Agency-wide as well as Safeguards platforms. Ensure that any arising issues affecting performance are addressed with MTIT.
  • Assist the Head of the Records Unit with:
    • Providing classified information and reference services to staff upon request;
    • Distributing and allocating the classification stamps in the IAEA as well as maintaining transmittal forms and logbooks;
    • Shredding classified records to ensure compliance with the IAEA's Information Security Policy and Procedures, Record Keeping Policy and Safeguard's Manual;
    • Providing advisory services on information security classification and records management matters such as developing filing structures, conducting records audits, providing training in procedures and best practices; and
    • Coordinating the weekly duty roster as well as compiling Unit statistics on a weekly, monthly and annual basis.

Knowledge, Skills and Abilities

  • Knowledge of records management policies and practices in international organizations is required.
  • Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
  • Sense of confidentiality: Ability to act with tact, discretion and respect for confidentiality when dealing with sensitive matters.
  • Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking.
  • 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. Ability to maintain a range of contacts and deal appropriately with counterparts.
  • Knowledge sharing: Ability to provide guidance to other office support staff, advising them on the administrative practices and procedures to be followed. Proactive attitude in sharing knowledge and practices with peers contributing to increased efficiency and quality of services.
  • Analytical skills: Demonstrated ability to apply good judgment in the context of assignments given; conduct independent research and analysis, and formulate options and recommendations.
  • Computer skills: Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
  • Experience with digitisation, databases and/or Electronic Document and Records Management software (Livelink) is desirable.

Education, Experience and Language Skills

  • Completed secondary education with an academic background in records management desirable.
  • A minimum of six years of work experience, three years of which in records management.
  • Experience in an international environment is essential.
  • English Language Test (level 2) and English Typing Test (level 2) at IAEA standard.
  • Language skills: Excellent command of written and spoken English. Knowledge of another official IAEA 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 €48 539 (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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