Information Management Specialist, Records Manager. WTO, Geneva. Open until 5 January 2015

Vacancy Notice No.: EXT/F/14-38 Title: Information Management Specialist - Records Manager Grade: 6 Contract Type: Fixed-term Starting Salary: CHF 84,399 net per annum (approximate) Issued On: 27 November 2014                                       Currently accepting applications Application Deadline (CET): 5 January 2015 Division: Languages, Documentation & Information Management (282) Duration: Two years with the possibility of extension

Other Conditions: In accordance with WTO Staff Regulations and Staff Rules and WTO Pension Plan Regulations. The World Trade Organization offers an attractive compensation package including an annual net salary (subject to mandatory deductions for pension contributions and health insurance), dependency benefits, pension plan, health insurance scheme, separation grant and 30 days annual leave. Benefits for internationally recruited staff may include travel and removal expenses on appointment and separation, installation grant, education grant, rental subsidy and home leave. Additional information on the compensation package is provided on the WTO website: http://www.wto.org/english/thewto_e/vacan_e/comp_package_e.pdf

The Secretariat of the WTO is seeking to fill a position of Information Management Specialist - Records Manager in the Information Management Services of the Language, Documentation and Information Management Division. Serving staff members interested in the position are also invited to apply. This is a re-advertisement of Vacancy Notice No. EXT/F/14-22. APPLICANTS WHO ALREADY APPLIED FOR EXT/F/14-22 NEED NOT RE-APPLY

General Functions Under the supervision of the Chief of Archives, the incumbent will work primarily on the WTO official records management application, indexing, storage and dissemination of WTO materials and records internally and externally. The incumbent will perform the following functions: 1. Catalogue, describe and organize information resources to ensure appropriate access and distribution of records using relevant metadata in electronic systems. 2. Assist in determining and applying international standards in records management, including authority files, taxonomies, thesauri, value lists, classification plans and retention policies to harmonize information. 3. In accordance with the Paper Smart Secretariat Plan, oversee the changeover from paper to electronic resources in the Archives Section. 4. Respond to telephone, email and written enquiries from Members, Secretariat and public on archival information resources by researching for materials and providing appropriate information. 5. Participate in the elaboration of information policy in respect of archives and records within the Division and work closely with other colleagues in this area. 6. Assist in the smooth functioning of training programmes for staff and others on how best to access, use and interpret WTO information resources through records management systems. Collaborate with the appropriate Secretariat team to create and distribute promotional and informational resources.

REQUIRED QUALIFICATIONS

Education: An advanced university degree in archives and records management or a basic university degree plus a qualification in this field recognized by a professional body that is equivalent to an advanced university degree.

Knowledge and skills: Demonstrated professional experience in indexing, analysing and describing archive materials and records according to internationally recognized standards. Demonstrated experience of state-of-the art electronic records management tools. Practical experience of DOCUMENTUM would be an asset. Excellent command and use of IT (Information Technology) tools relevant to information organization and retrieval (e.g. search engines). Excellent interpersonal and communication skills. Ability to work as part of a team is essential.

Work Experience: Minimum two years' relevant experience.

Languages: Excellent command of English, both oral and written and a good working knowledge of French. Spanish would be an asset.

Additional Information: Only applications from nationals of WTO Members will be accepted. _____________ OFFICE(14)/73

APPLICANTS MAY BE REQUIRED TO SIT A WRITTEN EXAMINATION

APPLICANTS WILL BE CONTACTED DIRECTLY IF SELECTED FOR AN INTERVIEW.

Online applications are strongly encouraged to enable WTO to store your profile in a permanent database. Please visit WTO's E-Recruitment website at: www.wto.org. The system provides instructions for online application procedures.

All applicants are encouraged to apply online as soon as possible after the vacancy has been posted and well before the closing date - Central European Time (CET) - stated in the vacancy announcement.

Head of Unit - Collaboration and Document Management. EIB, Luxembourg. Open until 18 December 2014

Job Title   Entity			Head of Unit - Collaboration and Document    Management  European Investment Bank		Job ID		101697
	Location
			LU - Luxembourg	Full/Part Time			Full-Time
	Regular/Temporary		Regular
	The EIB, the European Union’s bank is seeking to recruit for its Corporate Service Directorate (CS) - Information Technology Department (IT) – Enterprise Applications Division (EA) at its headquarters in Luxembourg a: Head of Unit – Collaboration and Document Management Purpose The primary role of the “Collaboration and Document Management” Unit is to provide and maintain IT solutions for document management and collaboration. The main technical platforms used are OpenText Content Server and Microsoft SharePoint. S/he will be a key player in driving EIB’s document management and collaboration strategy, working in close cooperation with business, with the potential of bringing major benefits for the whole organization. S/he must have strong, practical experience on managing large-scale projects. S/he must be an effective communicator, at all organizational levels, and understand the value that can be delivered to business. Knowledge of the possibilities, strengths and weaknesses of state-of-art document management and collaboration tools would be an advantage. Operating Network S/he will report to the IT Head of Division for Enterprise Applications. S/he will work closely with other IT application systems teams, with members of the Architecture, Integration and Support teams in the IT Technology and Infrastructure Division (IT/TI) and with key business stakeholders in other Departments and Directorates, notably in Information Management and Procurement. Accountabilities Ensure alignment between the overall IT strategy and the strategic plan and work programme of Bank’s document management and collaboration systems Analyse, promote and manage new and innovative projects to improve Bank-wide collaboration and document management, with focus on delivering practical solutions including reduction of paper and streamlining of workflows Provide expertise and recommendations on tools, technologies and solutions for document management and collaboration Manage the Unit staff and supervise overall operation of the Unit, including scheduling assignments and review of project work. Ensure the overall quality of the Unit’s work. Ensure the corrective and evolutionary maintenance and support of the Bank’s OpenText Content Server and Microsoft SharePoint implementations, including future software upgrades Ensure appropriate documentation of systems in production and of all projects managed, in line with IT standards Manage contracts and invoices and overall relationships with external suppliers Qualifications Full University degree, preferably in Computer Science, Business Administration or related disciplines At least 5 years of professional experience in the IT function, preferably in the design, development, implementation and maintenance of IT applications Good knowledge of project management principles, methods and practices. Practical project management experience on large-scale implementation projects. Experience of managing IT people and teams Experience of maintenance and production support of IT systems Good knowledge of service contracts, including procurement issues Understanding of document management and collaboration domains, and how they contribute to an effective organization Good knowledge of the general technical environment, including Oracle and Sql SQL Server databases, Unix / Linux and Windows Experience of OpenText Content Server and/or Microsoft SharePoint, or other leading solutions for document management and collaboration would be an advantage Excellent knowledge of English and French (*) Competencies Excellent interpersonal and oral and written communication skills at all levels in a multicultural environment Ability to manage and, coach and motivate a team Strong capacity to think in technical and business terms with focus on both technical issues and business processes, and to work closely with key users Sense of responsibility and initiative Strong service skills with aptitude to work rapidly and under pressure Strong capacity to plan and to anticipate potential issues Strong capacity to analyse and synthetize complex problems Pragmatic approach to problem resolution Ease with external and internal contacts (*) There may be certain flexibility on this requirement, but limited to particularly suitable candidates who may not yet be proficient in one of the two languages. If selected, such candidates will be hired on the condition that they build up rapidly knowledge of the relevant language and accept that their future career in the EIB may be subject to the attainment of sufficient proficiency in both of the Bank's working languages Deadline for applications: 18th December 2014 We believe that Diversity is good for our people and our business. We promote and value diversity and inclusion among our staff and candidates; irrespective of their gender, age, nationality, race, culture, education and experience, religious beliefs, sexual orientation or disabilit

Internship, Development of Training and Support Material, ICT. ICAO, Montreal. Open until 4 December 2014

POSITION INFORMATION Title:	Internship – Development of Training and Support Material, ICT	Internship Notice:	2014/16/INT
Duration of assignment:	2-6 months	Posting Period:	20 November- 4 December 2014
Duty Station:	Montréal, Canada	Date for entry on duty:	After 4 December 2014

THE ORGANIZATIONAL SETTING

The Bureau of Administration and Services (ADB) plays a lead role in the effective and efficient administrative management of the Organization by ensuring the provision of high-quality physical and human resources, by applying the highest standards of work ethics and conduct, and by using results based management skills and tools to support the Organization in implementing its Strategic Objectives, in order to serve all stakeholders of the world aviation community.

The Information and Communication Technology (ICT) Section provides the Organization with the direction, management and security of its information and communication activities. The main focus of the Section is to manage ICT activities efficiently and effectively. ICT activities related to this position are: Customer Relationship Management (CRM), Enterprise Resource Planning (ERP), and E-Commerce user support; systems documentation and configuration item maintenance; work in collaboration with ICAO Bureaus in the development and support of websites and web applications required to meet their objectives.

Reporting to the ICT Officer in charge of E-Business, the intern will be engaged in the creation and maintenance of documentation related to user training and support in Customer Relationship Management (CRM), in line with ICT’s standards, its processes and its procedures.



TERMS OF REFERENCE
Under the general guidance of the ICT Officer in charge of E-Business, the intern will:


Develop CRM user manuals and training material:


- Create new and extend existing operational documentation;

- Prepare presentations and courses for CRM, aimed and customized to different internal units;

- Support the CRM Unit in all other document related issues.


Follow up on user responses to training and courses:


- Prepare user satisfaction surveys regarding training and support material;

- Collect user response regarding CRM service provision;

- Analyse responses and prepare suggestions for improvement.


 QUALIFICATIONS

Educational background


At the time of application, candidates are required to have completed or be enrolled in a graduate degree programme (second-level university degree or higher) in a field of study related to information technology, information management, engineering, human resources or marketing. -2-


Applicants pursuing studies in countries where higher education is not divided into undergraduate and graduate stages should have completed at least four years of full-time studies at a university or equivalent institution towards the completion of a degree.


Language skills


Essential requirements:
Fluent reading, writing and speaking abilities in English.

Desirable requirements:
A working knowledge of a second language of the Organization (Arabic, Chinese, French, Russian, or Spanish).

 CONDITIONS OF INTERNSHIP

Interns are not paid. All costs related to travel, insurance, accommodation, and living expenses must be borne by the intern.

The duration of the internship is between two to six months. The intern is expected to work five days a week, on a full-time basis.

Interns shall not be eligible to be engaged in any other form of employment within ICAO during the period of internship and shall not be eligible to apply for or be appointed to any post in the Secretariat or be contracted for any other remunerated employment with ICAO for the six months immediately following the end of their internship
.

 HOW TO APPLY

Interested candidates must complete an on-line application form, and attach a recommendation letter from the educational institution. To apply, please visit ICAO’s e-Recruitment website at: https://careers.icao.int.


 NOTICE TO CANDIDATES

ICAO does NOT charge any fees or request money from candidates at any stage of the selection process, nor does it concern itself with bank account details of applicants. Requests of this nature allegedly made on behalf of ICAO are fraudulent and should be disregarded.

Information Management Officer, P-4. UN Secretariat, DM, ARMS. Open until 12 January 2015

Posting Title: Information Management Officer, P4 Job Code Title: INFORMATION MANAGEMENT OFFICER Department/ Office: Office of Central Support Services Duty Station: NEW YORK

Posting Period:

13 November 2014-12 January 2015

Job Opening number:

14-IMA-DM OCSS-36599-R-NEW YORK (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Org. Setting and Reporting This position is located in the Department of Management (DM), Office of Central Support Services (OCSS), Archives and Records Management Section; the incumbent will report to the Section Chief. Responsibilities Within delegated authority, the Information Management Officer will be responsible for the following duties: • Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Organization’s non-current records and archives and delivery of reference services, archival description and systems management within the Organisation’s information management governance framework. • Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records. • Assesses and makes recommendations relating to the use of information management systems from an archives management perspective. Conducts relevant research and specifications for information management technology and innovations relevant to archives management and service delivery. • Provides advisory services Organization-wide on recordkeeping practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to recordkeeping practices, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records and archives to the section. • Leads engagement with all stakeholders to develop strategies for integrating records created in diverse systems into digital preservation systems and repositories; leads and manages the archival preservation programme. • Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making. • Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value. • Manages the delivery of reference services to public and internal clients. Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section’s holdings; and assures the delivery of records and/or copies. • Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitisation of finding aids and records and their electronic dissemination. • Manages information security by enforcing security-classification restrictions; facilitates declassification reviews by liaising with records-originating offices; and ensures the physical security and safety of the Organization’s records. • Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management. • Develops client outreach strategy and programme and coordinates its implementation. • Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards. • Evaluates the performance of vendors and certifies invoices, as necessary. • Guides, trains and supervises professional and general service staff in the various records information management functions. • Performs other duties as assigned. Competencies • Professionalism: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. • Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed. • Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Experience in implementing digital preservation programmatic activity is highly desirable. Languages English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official UN language is desirable. Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. United Nations Considerations Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date. Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira. The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Information Management Officer, P-3. UN Secretariat, DPKO, New York. Open until 9 January 2015

Posting Title: Information Management Officer, P3 Job Code Title: INFORMATION MANAGEMENT OFFICER Department/ Office: Office Of The Under-Secretary-General - Dpko Duty Station: NEW YORK

Posting Period:

10 November 2014-9 January 2015

Job Opening number:

14-IMA-DPKO OUSG-38280-R-NEW YORK (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity

Special Notice Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. These posts are financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval. Org. Setting and Reporting This position is located in the Peacekeeping Information Management Unit, Office of the Chief of Staff, Department of Peacekeeping Operations (DPKO) and Department of Field Support (DFS). Under the overall supervision of the Senior Programme Officer in the Office of the Chief of Staff, the incumbent reports directly to the Chief, Peacekeeping Information Management Unit. Responsibilities Within delegated authority, the Information Management Officer will be responsible for the following duties: •Plans and directs information management initiatives of significant importance to peacekeeping or major components of these complex systems, which typically impact large or multiple user groups, including document and records management systems, staff intranet/web portals, business intelligence dashboards and cross-cutting monitoring tools. •Provides advisory services on DPKO and DFS information management and recordkeeping practices including: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications. •Researches, analyses and evaluates new applications of information technology to records and information management and makes recommendations for their deployment. •Participates in information management and record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of information and record-keeping application improvements and new systems; provides user support. •Develops detailed system and other functional specifications and standards from the information management and recordkeeping perspective and user documentation for new systems. •Develops training materials and user manuals; trains staff in use of the recordkeeping and information management system assigned. •Assists in policy development, including the review and analysis of issues and trends, preparations of evaluations or other research activities and studies. •Evaluates adequacy of existing information and records management tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization. •Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal. •Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Unit’s storage facilities meet environmental standards. •Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff. •Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations. •Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach. •Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc. •Performs other related duties, as required. Competencies •Professionalism: Knowledge of information management, data management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work. •Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently. •Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client. Education Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science, or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree. Work Experience A minimum of five years of progressively responsible experience in modern archives management, record keeping, information management, geographic information systems or related area. Experience with UN or international standards on information security classifications is desirable. Experience in peacekeeping information management is desirable. Experience in coordinating or managing complex information management initiatives is desirable. Languages English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable Assessment Method Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview. United Nations Considerations Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date. Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application. Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira. The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment. Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law. No Fee THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Records Assistant, G-6. IAEA, Vienna. Open until 14 December 2014

Position and Grade:	Records Assistant (G-6)
Organizational Unit:	Records Unit Archives and Records Management Section Division of General Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	17 November 2014
Application Deadline:	14 December 2014
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 a probationary period of 1 year
CCOG codes:	2.A.23

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 ensures the effective and efficient management of records within the IAEA by overseeing the proper handling of records by Records Assistants who are assigned to process classified records. He/she is also responsible for assigning security classification, codifying, registering and distributing official classified records.

Working Relationships

The Records Assistant reports to the Head of the Records Unit and assists with interaction between the Unit and Records Office Coordinators, Department of Safeguards, Division of Information Technology (MTIT) and the Division of Nuclear Security (NSNS).

Functions / Key Results Expected

Assist the Head of the Records Unit in coordinating the work of the staff assigned to process and handle classified records within the Records Unit including assignment of work, quality control, ensuring daily delivery and retrieval of services of classified and unclassified reports to and from the Department of Safeguards and the Department of Nuclear Security. Apply security classification, file codification and distribution routing to official classified correspondence in accordance with the IAEA's Information Security Policy and Procedures and Record Keeping Policy as well as Safeguards Manual. Monitor, update and revise the file codes and create new file codes as necessary. Assist the Records Systems Assistant in performing administrative tasks related to the Electronic Records Management System (ERMS) Assistant application including maintaining an inventory of application improvements, coordinating quality testing of alpha and beta versions before release and monitoring performance once new versions are rolled out. Monitor interaction between the ERMS Assistant application and Livelink on both Agency-wide as well as Safeguards platforms. Ensure that any arising issues affecting performance are addressed with MTIT. Assist the Head of the Records Unit with: Providing classified information and reference services to staff upon request; Distributing and allocating the classification stamps in the IAEA as well as maintaining transmittal forms and logbooks; Shredding classified records to ensure compliance with the IAEA's Information Security Policy and Procedures, Record Keeping Policy and Safeguard's Manual; Providing advisory services on information security classification and records management matters such as developing filing structures, conducting records audits, providing training in procedures and best practices; and Coordinating the weekly duty roster as well as compiling Unit statistics on a weekly, monthly and annual basis.

Knowledge, Skills and Abilities

Knowledge of records management policies and practices in international organizations is required. 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 act with tact, discretion and respect for confidentiality when dealing with sensitive matters. Organizing skills: Ability to prioritize 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. Knowledge sharing: Ability to provide guidance to other office support staff, advising them on the administrative practices and procedures to be followed. Proactive attitude in sharing knowledge and practices with peers contributing to increased efficiency and quality of services. Analytical skills: Demonstrated ability to apply good judgment in the context of assignments given; conduct independent research and analysis, and formulate options and recommendations. 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.

Education, Experience and Language Skills

Completed secondary education with an academic background in records management desirable. A minimum of six years of work experience, three years of which in records management. Experience in an international environment is essential. English Language Test (level 2) and English Typing Test (level 2) at IAEA standard. Language skills: Excellent command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €48 539 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. 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.

Records Assistant, G-4. IAEA, Vienna. Open until 9 December 2014

Position and Grade:	Records Assistant (G-4)
Organizational Unit:	Records Unit Archives and Records Management Section Division of General Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	12 November 2014
Application Deadline:	9 December 2014
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 a probationary period of 1 year
CCOG codes:	2.A. 23

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 assists in the accurate distribution of paper and electronic records to the responsible office(s), inputs codified correspondence in the Electronic Records Management System (ERMS) and performs quality assurance checks of the registered correspondence.

Working Relationships

The Records Assistant reports to the Head of the Records Unit and liaises with focal points in the various Departments where the correspondence is to be directed as well as staff in the Records Unit.

Functions / Key Results Expected

Records Assistants are assigned to work within teams servicing designated programme areas. Teams include the Records Registration Team (RRT), Classified Records Team (CRT), and the Records Advisory Team (RAT). The Records Registration Team is responsible for registration of all official correspondence. The Classified Records Team is responsible for handling all classified records. The Records Advisory Team is responsible for all support activities related to records management such as education and training. The functions of the incumbent include: Register incoming, outgoing and internal paper and electronic records written in any of the IAEA's six official languages and German; Input codified correspondence in the ERMS and perform quality assurance checks of the registered correspondence; Distribute correspondence to the responsible office(s) and identifying relevant staff who should receive information copies; Provide information and reference services to the Secretariat and assist IAEA staff with regards to good records management and proper information retrieval practices; Monitor forms and templates and ensure established procedures are followed whenever they have to be modified or replaced;

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.

Education, Experience and Language Skills

Completed secondary education. A minimum of four years of work experience, two years of which in records management. Exposure in an international setting is desirable. English Language Test (level 2) and English Typing Test (level 2) at IAEA standard. Language skills: Excellent command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €36 261 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. 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.