Records Assistant, G-3. IAEA, Vienna. Open until 22 May 2015

Records Assistant (G3) - (393118-2015-2)

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2015-04-22

Closing Date

: 2015-05-22

 

Duration in Months: 24

Contract Type: Temporary Assistance - Regular

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 contributes to various key processes within the Records Unit including: digitising unclassified and classified official records (preparation of documents, scanning and performing quality control), registering (indexing) and distributing official correspondence, conducting file transfers, inventorying records and performing other records management tasks.

Working Relationships

The Records Assistant reports to the Head of the Records Unit and communicates extensively with Unit staff regarding codified official correspondence (incoming and outgoing) either in paper or electronic format. In addition he/she communicates with Record Office Coordinators regarding record audits as well as file transfer and disposal.

Functions / Key Results Expected

• Digitise records in accordance with established procedures set forth in the IAEA's Administrative Manual and Record Keeping Policy. Digitisation tasks include:
• Sorting and distributing all incoming paper correspondence to Records Assistants;
• Preparing and scanning correspondence;
• Performing quality control measures on digitised correspondence; and
• Outcharging records that have been digitised.
  
• Adhere to the procedures of handling confidential information as set forth in the Information Security Policy and Safeguards Security Manual, when digitising classified records. This entails:
• Copying records for distribution;
• Delivering original incoming correspondence against signature to responsible officers;
• Retrieving outgoing correspondence for dispatch; and
• Performing quality control measures on outgoing correspondence.
  
• Input codified correspondence in the Electronic Records Management System (ERMS) and perform quality assurance checks of the registered correspondence.
• Assist in the handling of incoming and outgoing fax messages in the most efficient and cost effective way, as well as their appropriate distribution.
• Assist in ensuring the electronic messaging systems are functioning well and report to MTIT whenever there are problems.
• Provide information and reference services to the Secretariat and assist IAEA staff in good records management and proper information retrieval practices.
• Assist in conducting audits of Records Offices and assist Records Office Coordinators in organizing and transferring files in accordance with Archives and Records Management Handbook.
• Assist in monitoring forms management program and maintain the Forms Inventory Database.
• Assist the Head of Records Unit in conducting records management awareness training sessions in the IAEA.
• Assist in liaising with Records Office Coordinators throughout the IAEA on record keeping matters including records transfer and/or disposal.

Knowledge, Skills and Abilities

• Knowledge of records management policies and practices in international organizations an asset.
• 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 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.
• 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.
• 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.

Required Core and Functional Competencies

• Communication
• Programme and Individual Performance
• Teamwork/Relationships
• Client Orientation
• Document, Correspondence and Report Management
• Planning, Organizing and Multi-tasking

Skills and Expertise

• Records and Documents Administration

Language

• Excellent knowledge of both spoken and written English essential. Knowledge of any other official IAEA language (i.e. Arabic, Chinese, French, Spanish or Russian) is an asset.

Functional Assets

• Process Improvement and Efficiency
• Knowledge Management and Development

Qualifications and Experience

• Completed secondary education.
• A minimum of two years of clerical experience, one year of which should be related to records management activities, records registration and/or document indexing.
• Exposure in an international setting is desirable.
• English language test (level 2) and typing test (level 2) at IAEA standard.

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 probationary period of one year.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 31899 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

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. 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.