Unit Head, Records Unit, P-3. IAEA, Vienna. Open until 16 January 2019

Unit Head (Records Unit)(P3) - (2018/0321 (001467))

Organization

: MTGS-Records Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2018-12-19, 9:28:33 PM

Closing Date

: 2019-01-16, 11:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

  

This is a re-opening of the vacancy. Candidates who already applied do not need to re-submit an application.

 

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 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 Complex Management Section (SCMS).

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. The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

Main Purpose

Under the direct supervision of the Section Head ARMS the Unit Head plans, develops, and applies records management policies designed to facilitate effective and efficient handling of official records and other information. S/he coordinates and supervises activities of the Unit, which carries out records management advisory work and other technical, clerical, and registration services. Liaises with other internal and external stakeholders to assure compliance with policies, procedures, and practices of records management program.

Role

The Unit Head is: (1) a manager of the Records Unit, ensuring that programmes and projects are developed and implemented in the most efficient and effective manner in line with ARMS strategy plan and the results-based approach; (2) a supervisor, ensuring the provision of efficient and effective recordkeeping services; (3) an analyst, researching and monitoring records and information management developments in the changing technological landscape and providing advice on digital recordkeeping applications, solutions; (4) a liaison, for all Departments in the IAEA on information governance in repositioning ARMS at IAEA.

Functions / Key Results Expected

• Plan, organize, manage and evaluate the work of the Records Unit, continuously reviewing effectiveness, focusing on priorities and driving for excellence. Specific tasks include: prepare work plans, ensure a balanced workload distribution, monitor work performance, and guide and supervise the staff of the Unit.
• Ensure economy and efficiency in the creation, use, maintenance and disposal of records, information, data by coordinating the implementation and update of IAEA's Records Management Programme.
• Lead the Records Unit into the transition to an effective, business-oriented advisory and operations service for record keeping.
• Facilitate staff development in the Records Unit including competencies and skills to support the modern functions of ARMS regarding managing information.
• Evaluate, update, innovate and improve Agency record keeping policies and procedures (Records Management Programme), translate them into ARMS projects, and participate in policy update indirectly effecting record keeping practices in the Agency.
• Liaise with internal stakeholders to ensure adherence to Agency policies through information auditing, monitoring and evaluation, and the consistent application of approved records retention policies and procedures in a hybrid environment.
• Participate in the development/implementation of digital record keeping solutions and applications including benchmarking, standardization and continuous improvement of business processes and procedures.
• Lead the development, monitor the relevancy of RM curriculum to deliver training on the records management programme to staff throughout the IAEA.
• Ensure accurate and up-to-date documentation/ filing, handover for Records Unit functions and responsibilities.
• Keep abreast of best practices in information governance within the UN Common System to seek continuous technology and process improvement in the delivery of services. Share knowledge of new information management trends from different disciplines, approaches, IT solutions to foster innovation in the division and department.

Competencies and Expertise

 

Core Competencies

Name	Definition
Planning and Organizing	Sets clearly defined objectives for himself/herself and the team or Section. Identifies and organizes deployment of resources based on assessed needs, taking into account possible changing circumstances. Monitors team’s performance in meeting the assigned deadlines and milestones.
Communication	Encourages open communication and builds consensus. Uses tact and discretion in dealing with sensitive information, and keeps staff informed of decisions and directives as appropriate.
Achieving Results	Sets realistic targets for himself/herself and for the team; ensures availability of resources and supports staff members in achieving results. Monitors progress and performance; evaluates achievements and integrates lessons learned.
Teamwork	Encourages teamwork, builds effective teams and resolves problems by creating a supportive and collaborative team spirit, remaining mindful of the need to collaborate with people outside the immediate area of responsibility.

 

Functional Competencies

Name	Definition
Analytical thinking	Applies business analytics to establish programme priorities. Makes rational judgements from the available information and analysis.
Client orientation	Examines client plans and develops services and options to support ongoing relationships. Develops solutions that add value to the Agency’s programmes and operations.
Judgement/decision making	Consults with and seeks advice at the appropriate managerial level when making complex decisions. Facilitates dialogue and development of best practice to support judgement/decision making, in full compliance with the Agency’s regulations and rules.

 

Required Expertise

Function	Name	Expertise Description
Administrative Support	MS Office (Word, Excel, Outlook, PowerPoint)	Advanced computer skills, including database applications.
Management and Programme Analysis	Project Management	Ability to plan, coordinate, implement and control the records management programme for the creation and management of reliable and usable records.
General Services	Records Keeping and Documents Management	Effectiveness in developing policies, procedures and new programmes based on modern concepts and techniques in records management.
Administrative Support	Records and Documents Administration	In-depth knowledge of modern records management concepts, methodology and techniques.

Qualifications, Experience and Language skills

• University degree in records, information management, archival studies or a related field. Post-graduate training or certification in records management is desirable.
• A minimum of five years of progressively responsible professional experience in records, information and archival management, preferably in an international organization or another multicultural environment.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, Russian and Spanish) is an asset.

 

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $59151 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 29398*, 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
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Unit Head, Records Unit, P-3. IAEA, Vienna. Open until 9 April 2012

Position and Grade: Unit Head (P-3)
Organizational Unit: Records Unit
Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 28 February 2012
Application Deadline: 9 April 2012
Type/Duration of Appointment: Fixed term, 3 years (subject to a probationary period of 1 year)

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Organizational Setting
The Division of General Services is one of the six Divisions in the Department of Management. The Division of General Services provides service functions through the Director's Office and five Sections: Facilities Management, Seibersdorf Facilities Management, Archives and Records Management, Transport and General Support, and Commissary Management.

The Archives and Records Management Section (ARMS), Division of General Services, Department of Management is responsible for the management of the IAEA's official records. The Section is divided into three units: the Mail Unit, the Records Unit and the Archives Unit. The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

The Head of the Records Unit reports to the Section Head of ARMS, and leads a team of approximately 17 staff.


Main purpose
Reporting to the Section Head of ARMS, the Head of the Records Unit ensures the efficient ongoing development and administration of the IAEA records management programme, which establishes a framework for the creation and management of authentic, reliable and usable records.


Role
The Head of the Records Unit is: (1) manager of the Records Unit, ensuring that programmes and projects are developed and implemented in the most efficient and effective manner in line with quality management standards and the results-based approach; (2) a team leader, ensuring the provision of efficient and effective services; (3) an evaluator, analyzing complex issues relating to records management and making related decisions and recommendations; (4) a specialist in records management, advising the Section Head and the Division Director on programmatic issues; and (5) a facilitator of cooperation with all Departments in the IAEA on records management systems including the Electronic Records Management System (ERMS).


Partnerships
The Head of the Records Unit establishes relationships with staff throughout the IAEA to provide advice and assistance relating to records management issues and works closely with the ARMS Section Head and other Unit Supervisors to make full use of efficiency gains that can be won through the services provided by ARMS. The Head of the Records Unit also collaborates with IT staff to develop and refine electronic recordkeeping tools. In addition, the incumbent collaborates with colleagues from other international organizations to exchange and compare information on a wide range of records issues.


Functions / Key Results Expected
Plan, organize, manage and evaluate the work of the Records Unit, continuously reviewing effectiveness, focusing on priorities and driving for excellence in line with the IAEA's quality management and results-based programming approach. Specific tasks include: prepare work plans, ensure a balanced workload distribution, monitor work performance, assess staff development needs, and guide and supervise the staff of the Unit.
Ensure economy and efficiency in the creation, use, maintenance and disposal of records by coordinating and monitoring the IAEA's records management programme.
Ensure adherence to established standards and best practices through audits, the review and testing of proposed recordkeeping systems, and the consistent application of approved records retention schedules.
Lead and guide the development and implementation of records management systems in line with quality management standards, including the setting, standardization and continuous improvement of work standards, processes and procedures.
Monitor the functionality and performance of the IAEA's Electronic Records Management System (ERMS), establish and implement an audit process for registered records, liaise with users and IT colleagues on ERMS-related issues.
Advise managers and staff on the use of records systems and complex records issues by developing and presenting tools and solutions.
Lead and guide the formulation, standardization and delivery of training on the records management programme to staff of the Section and throughout the IAEA.
Ensure accurate and up-to-date documentation for Records Unit functions and responsibilities.
Implement forms management policy by monitoring the forms programme, reviewing requests to create or update IAEA-wide forms and providing approval for requests.
Contribute to the management of the Section and support the Section Head as required.
Keep abreast of best practices in records management policies and practices within the UN Common System and seek continuous technology and process improvement in the delivery of services.

Knowledge, Skills and Abilities
Professional:
In-depth knowledge of modern records management concepts, methodology and techniques;
Ability to plan, coordinate, implement and control the records management programme for the creation and management of authentic, reliable and usable records;
Effectiveness in developing policies, procedures and new programmes based on modern concepts and techniques in records management.
Analytical skills: Ability to analyse problems facing users, to plan and develop alternatives, to assess the impact of proposed solutions and to implement them adequately.
Decision-making:
Ability to make and convey difficult decisions;
Ability to respect the competence and responsibilities of others and delegate decision-making and accountability accordingly.
Leadership skills:
Ability to provide technical leadership in overseeing all records management processes;
Proven supervisory skills including demonstrated ability to establish priorities and to plan, coordinate and monitor his/her own work plan and those under his/her supervision.
Teamwork/Relationships: Ability to build effective teams, bringing together diverse backgrounds, skills and expertise in order to maximize innovation and goal achievement.
Communication skills:
Ability to prepare reports and conduct presentations on key issues by clearly formulating positions on issues, presenting options concisely as well as making and defending recommendations;
Ability to establish and maintain good relationships with internal and external counterparts and to work harmoniously in a multicultural/multidisciplinary environment with respect and sensitivity for diversity.
Change orientation: Ability to make change happen by setting a direction and a course of action to reach change objectives.
A general knowledge of the history, the programmatic activities and the structure of the IAEA is desirable.
Advanced computer skills, including database applications.

Education, Experience and Language Skills
University degree in records management, archival science or a related field. Post-graduate training or certification in records management desirable.
A minimum of five years of progressively responsible professional experience in records management or archives, preferably in an international organization or another multilateral environment.
Practical experience in the implementation or use of Electronic Records Management Systems (especially Livelink) desirable.
Excellent command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian or Spanish) and German desirable.

Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $56 091 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $30 570*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance.

How to apply to the IAEA

Complete an Online Application

* Subject to change without notice



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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. 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.