Records Assistant (Correspondence), G-5. IAEA, Vienna. Open until 12 May 2020

Records Assistant (Correspondence)(G5) - (2020/0229 (001586))

Organization: MTGS-Records Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2020-04-14, 4:01:05 PM

Closing Date: 2020-05-12, 11:59:00 PM

 

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

  

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

Main Purpose

Under the supervision of the Unit Head (Records Unit), the Records Assistant (Correspondence) provides correspondence management services to Agency staff following MTGS/ARMS policies and procedures.

Functions / Key Results Expected

According to established standards and procedures:

• Manage incoming, outgoing official correspondence of the Agency by assigning security classifications and metadata, distributing incoming, outgoing official correspondence in hardcopy and digital formats; scanning documents/records , maintaining logbooks and transmittal forms for classified correspondence and documents, disposing of documents/records; advising IAEA staff on proper handling of unclassified and classified information assets.
• Monitor and update distribution lists for official correspondence in the correspondence management workflow ; create and update access groups in correspondence management systems as necessary.
• Administer the official IAEA mailbox, including monitoring the spam, manage network folders and distribute messages to the registration teams, retain messages for l reference, and provide first level support for missing communication.
• Digitise Agency official documents/records following the instructions: preparing and scanning documents and ingesting them into Agency's information systems.
• Administer the Agency's fax software including liaising with technical staff in IT and external service provider, the monitoring of incoming and outgoing fax messages, as well as ensure appropriate distribution and follow up.
• Coordinating the maintenance of correspondence management systems with the IT teams to ensure that issues affecting performance, business continuity are addressed in a timely manner;
• Perform systematic quality control on data entry in correspondence management systems, report problems to Unit Head;
• Contribute to preparing guidelines, procedures, SOPs, user manual about the correspondence management, respond to inquiries and ensure sustained high-quality customer service.
• Perform records management operations as necessary, may need to lift boxes weighing up to 15KG and work in dusty environment.

Competencies and Expertise

Core Competencies

Name	Definition
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.
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.
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.
Teamwork	Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name	Definition
Analytical thinking	Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Client orientation	Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
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
Administrative Support	Data Management	Advanced knowledge of MS Excel, Open Refine and MS Power BI.
General Services	Data and Information Analysis and Reporting	Knowledge of applying Information Security standards and document security classifications.
Administrative Support	MS Office (Word, Excel, Outlook, PowerPoint)	Working knowledge of Microsoft Office 365, Open Text Suite or other document management applications.
Administrative Support	Records and Documents Administration	Knowledge of Record and Information Management standards and best practices.

Asset Expertise

Function	Name	Expertise Description
Administrative Support	Discretion and Respect for Confidentiality	Ability to deal with high sense of confidentiality with records and documents and to apply information security control measures.

Qualifications, Experience and Language skills

• Completed secondary education.
• A minimum of five years of work experience, two years in records management.
• Experience with data curation and Electronic Document and Records Management software.
• Work experience in an international environment is an asset.
• 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.

Archives Associate (P-1). IAEA, Vienna. Open until 8 January 2020

Archives Associate(P1) - (2019/0603 (209732))

Organization

: MTGS-Archives Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2019-11-27, 9:59:29 AM

Closing Date: 2020-01-08, 11:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

  

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 Unit Head, the Digital Archivist contributes to the formulation and implementation of processes for the digital management of IAEA archives and records in the custody of MTGS/ARMS. This entails the identification of appropriate metadata standards for the description of physical and digital records, including photographic and audio-visual material; the definition of digital preservation and digitization workflows in accordance with international best practices; and the implementation of these processes through a combination of hands-on work, communication and training.

Role

The Digital Archivist is:
(1) a technical analyst who researches and monitors archival and digital content metadata standards to ensure the application of best practices across archival and information systems and projects;
(2) a collaborator who can implement metadata, digitization, and digital preservation workflows and relevant procedures in close cooperation with the Records Unit and DMSU;
(3) a team member who can assist the delivery of projects relating to metadata, digitization and digital preservation;
(4) a liaison who can build relationships across the IAEA to promote the application of best practices.

Functions / Key Results Expected

Assist the team in enhancing descriptive, technical, administrative and preservation metadata in use in MTGS/ARMS systems, including the archives management system;
Under the guidance of the Unit Head, develop and implement digital preservation and digitization workflows following professional standards and best practices;
Work closely with project teams and other technologists on the implementation or development of discovery, digital preservation, and digital asset management systems;
Work closely with the team in Developing and delivering training related to metadata, digitization, and digital preservation
Perform other operational tasks linked to core archives business processes, such as transmitting electronic records with enduring value to the custody of the Archives Unit, disposition and deletion, and producing finding aids in the archives management system. This may include lifting boxes of records weighing up to 15 kg.

Competencies and Expertise

Core Competencies

Name	Definition
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.
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.
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.
Teamwork	Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name	Definition
Analytical thinking	Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Client orientation	Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Judgement/decision making	Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
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
Information Management	Analysis	Ability to collect, retrieve and analyse large volumes of information.
Management and Programme Analysis	Project Management	Knowledge of project design, monitoring and evaluation.

Qualifications, Experience and Language skills

University degree in social sciences, data sciences, information management or IT with a specialisation in Archives, Records Management or other related field.

Experience in digital archives and metadata curation within an archives or related organisation.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, 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 $37012 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 15212*, 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

Archives Assistant, G-5. IAEA, Vienna. Open until 11 September 2019

Job Description - Archives Assistant(G5) (2019/0435 (001669)) Job Description  Archives Assistant (G5) - (2019/0435 (001669)) Organization : MTGS-Archives Unit Primary Location : Austria-Vienna-Vienna-IAEA Headquarters Job Posting : 2019-08-13, 5:16:03 PM Closing Date : 2019-09-11, 11:59:00 PM Duration in Months: 36 Contract Type: Fixed Term - Regular Probation Period: 1 Year    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 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. 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. 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. Teamwork Actively contributes to achieving team results. Supports team decisions. Functional Competencies Name Definition Analytical thinking Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. 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. General Services Data Management High level of accuracy in data entry and ability to extract key elements from written information. Administrative Support Discretion and Respect for Confidentiality Ability to act with diplomacy and discretion with regard to information security and protection of confidential information. 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. ------------------------------------------------------------------------------------------------------------------------------------------------------------- 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.

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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Archive Specialist. OPEC, Vienna. Open until 20 May 2018

Archive Specialist

Deadline: 20 May 2018 - Job Code: 3.4.04

The Organization of the Petroleum Exporting Countries (OPEC) has a vacancy based in Vienna, Austria, for an Archive Specialist in its Data Services Department.


Main Responsibilities:

1. Carries out digital and physical archiving tasks.
2. Advises on and implements relevant information management policies and classification systems.
3. Implements mechanisms to enforce compliance with OPEC information security policies.
4. Develops processes and procedures for information security and assets conservation.
5. Develops processes and procedures for secure document transfer and distribution.
6. Advises, supports and collaborates with staff of the Secretariat to ensure compliance with existing information management policies.
7. Collaborates with staff of the Secretariat to ensure that OPEC’s information digitalization is conducted properly.
8. Manages and maintains OPEC information digitalization and management tools such as scanning applications, document management systems and automated document archiving.
9. Explores emerging information management technologies and proposes improvements.
10. Carries out any other tasks assigned by the relevant superiors as pertain to his/her background, qualifications and position.

Requirements:

• University degree: Computer Science, Information Technology or other Science studies related to Information Management/Archiving
• Work experience: 5 years
   

Skills and Knowledge:

• Information Management Skills (Digital and Physical)
• Document Management Systems (OpenText)
• Records Management Systems
• Digital Archiving
• Information Storing, Indexing and Classification
• Configuration Management
• MS Office Suite
• Analytical & presentation skills
• Communication & interpersonal skills
• Customer service orientation
• Initiative & integrity
• Proficiency in written and spoken English
   

Offer:

Commensurate remuneration package, i.e. monthly basic salary of (€ 4,061 x 12 per year), with tax-free benefits and six-week annual leave.

Applications:

Applicants should kindly complete the “Application Form” which can be downloaded from our website (www.opec.org) and send it to:

OPEC
Finance & Human Resources Department
Helferstorferstrasse 17
A-1010 Vienna – Austria

Or email: recruitment@opec.org

Online applicants should quote “Job Code 3.4.04” in the “Subject” field. An automatic reply will be sent to confirm the successful submission of the documents.

The deadline for receipt of applications is 20 May 2018. Acknowledgements will only be sent to short-listed candidates.