Organizational Setting
The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS).
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 Archives Unit Head, the Archives Assistant supports the operation of the records centre and the preservation of historical records in the custody of the IAEA Archives by carrying out activities that include disposition and appraisal, arrangement and description, reference support, retrieval, and long-term preservation of historical records in all media.
Functions / Key Results Expected
Perform Archives business processes including records transfers, storage and location management, arrangement and archival description, appraisal, information retrieval, physical and digital preservation, as assigned in the work plan.
Provide reference and research services to Agency staff and external researchers, monitoring access control rules and regulations, including screening historical records for security-classified materials.
Contribute with input to ARMS projects and other programmatic activities, such as the development or revision of procedures and guidelines, and participate in cross-Sectional and cross-Divisional working groups.
Deliver training and participate in promotional activities organized by ARMS.
Perform file retrievals and file moves, as required. This may include lifting boxes of records weighing up to 15 kg.
Competencies and Expertise
Core Competencies
| Name | Definition |
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| Planning and Organizing | Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans. |
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| Communication | Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions. |
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| Achieving Results | Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned. |
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| Teamwork | Actively contributes to achieving team results. Supports team decisions. |
Functional Competencies
| Name | Definition |
|---|
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| Analytical thinking | Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. |
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| Client orientation | Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. |
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| Resilience | Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks. |
Required Expertise
| Function | Name | Expertise Description |
|---|
| | |
| General Services | Archives Management | Good knowledge of archives management business functions and relevant international standards. |
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| General Services | Data Management | High level of accuracy in data entry and ability to extract key elements from written information. |
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| Administrative Support | Discretion and Respect for Confidentiality | Ability to act with diplomacy and discretion with regard to information security and protection of confidential information. |
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| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | Proficiency in MS Office 2010, practical experience in working with databases and the Agency’s archives management software applications (Livelink). |
Qualifications, Experience and Language skills
Completed Secondary Education.
At least five years of clerical experience, minimum two years of which are related to archives and records management operations.
Thorough knowledge of Agency organizational structure, programmes and activities is desirable.
Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
English Language Test (Level 2) to IAEA standard.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 46536 (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.
Thanks to @SnarkivistWien for the heads-up!
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