Section Head (Archives and Records Management), P-4. IAEA, Vienna. Open until 22 September 2015

Section Head (Archives and Records Management)(P4) - (2015/0303 (001182))

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2015-08-12

Closing Date

: 2015-09-22

Duration in Months: 36

Contract Type: Fixed Term - 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

Reporting to the Director of General Services, the Section Head is the Archivist of the IAEA and is responsible for the management of Archives and Records Management services, as well as strategy, monitoring and management of Human Resources and other resources assigned to the section. He/She establishes and leads the maintenance of a framework of policies and services that ensure 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.

Role

The Section Head is accountable for defining the Archives and Records Management strategy and in doing so: (1) leads and manages, guides and supports the team, and plans the resources in the most efficient and effective manner; (2) provides substantive expertise leveraging the knowledge and experience in the field, (3) advises senior management in matters of strategy, policy and complex cases, and (4) is a change agent, actively mobilising staff and resources to implement changes.

Partnerships

The Section Head establishes and manages relationships with staff in the Division, and at all levels throughout the IAEA by providing strategic advice and expertise, assistance and guidance in areas for which the section is responsible. The Section Head ensures consistency and coordination of efforts in the provision of the highest quality archive and records management services for all departments and for the Offices reporting to the Director General through appropriate liaison and consultations within the IAEA. The Section Head interacts with the representatives of diplomatic missions and maintains extensive coordination and cooperation with counterparts at other UN and international organizations.

Functions / Key Results Expected

• Lead and manage an effective team of professionals and staff, promoting internal and external collaboration, and ensuring through learning opportunities, work assignments and recruitment an effective balance of skills and resources.
• Formulate and manage the strategic plan for the Section;
• Oversee the Section’s work plans, Human Resources requirements, budget and quality management objectives;
• Provide specialist advice on archive and records management matters relating to, inter alia, the documents of the Policy-making Bodies including the IAEA Statute, General Conference documents including decisions, all programme and management related regulations and rules, official publications, and agreements and relationships with Member States and with the host country, the United Nations, cooperating institutions and other international organizations.
• Review and approve archives and records management policies and systems, and ensure the successful implementation of approved policies.
• Supervise the operation of the archives and records management systems.
• Oversee the development of best-practice and standards, as well as innovations in archives and records management and ensure their efficacy and consistent application throughout the organization; promote, and actively pursue cross-cutting collaboration to enable acceptance and integration of related plans and policies, as well as the broader goals and strategies of the Agency.
• Establish and implement procedures related to the functions to be performed with concrete objectives, milestones and performance indicators, and review effectiveness and the focus on priorities in line with the results based framework.

Qualifications, Experience and Skills

• Advanced University degree in the field directly related to archives and reconds management.
• A degree or extended course work in Management and/or Information Sciences is highly desirable.
• Minimum of seven years of relevant professional experience.
• Fully conversant with state of the art digital technology.
• Proven experience in leading the transition to migration to Electronic Records/Documents Management Systems.
• Demonstrated high ethical standards and competencies and support to IAEA values.
• Knowledge of management principles and proven ability to competently lead a multicultural staff and foster an environment promoting excellent performance, integrity, ethical behaviour and innovation.
• Demonstrated ability to effectively and efficiently manage financial, human, information and knowledge resources, including effective teambuilding.
• Demonstrated independent, mature judgment and initiative.
• Proven problem-solving skills.
• Track record of planning and organizational skills, and ability to work under pressure.
• Ability to communicate in a clear manner.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Type of Appointment

Fixed-term, 3 years (subject to a probationary period of 1 year)

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $68294 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 27454*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance

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Applications from qualified women and candidates from developing countries are encouraged

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. Testing may be part of the recruitment process