Records Assistant

Records Assistant(G5)  (2017/0646 (001568))

Organization

: MTGS-Records Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2017-10-30, 3:40:23 PM

Closing Date

: 2017-11-27, 11:59:00 PM

Duration in Months: 36
Contract Type: Fixed Term – Regular
Probation Period: 1 Year
  

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 service functions to the IAEA through its five Sections that ensure facilities management for its headquarters and for the Seibersdorf laboratories campus, travel, transport and general support services, archives and records management, and the operation of the Vienna International Centre Commissary.

The Archives and Records Management Section (ARMS) 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, the Records Assistant assigns ARMS file codes to official correspondence and coordinates the management of official IAEA records through liaison with Records Office Coordinators in the offices and sections of the IAEA.

Functions / Key Results Expected

• Codify incoming, outgoing and internal official correspondence by assessing and assigning appropriate ARMS file codes; index and distribute incoming, outgoing and internal official correspondence in hardcopy and electronic formats; assign security classification codes, scan documents, in and out charging, maintain logbooks and transmittal forms for classified records, shred classified records; advise IAEA staff on proper handling of classified records; maintain a record of the classification stamps distributed throughout the IAEA.
• Coordinate records transfer and/or disposal in conjunction with Records Office Coordinators.
• Conduct records audits in IAEA offices and sections by liaising with Records Office Coordinators on recordkeeping matters including records (both paper and electronic) filing and use.
• Monitor distribution lists for official correspondence to ensure they are kept up-to-date for purposes of accurate assigning of action or information responsibilities in the correspondence management process.
• Maintain the Forms Information Management System and ensure established procedures are followed whenever they have to be modified or replaced.
• Prepare information sources on ARMS policy and procedure for reference by IAEA staff; coordinate the logistics and prepare information sources for recordkeeping awareness training sessions.

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
Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.

 Required Expertise

Function Name Expertise Description
Administrative Support Discretion and Respect for Confidentiality Ability to act with tact, discretion and respect for confidentiality when dealing with sensitive matters.
Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
General Services Records Keeping and Documents Management Knowledge of records management policies and practices in international organizations.

 Asset Expertise

Function Name Expertise Description
Information Management Analysis Knowledge of metadata standards applicable to recordkeeping and digital preservation.
Information Management Enterprise Information Management Knowledge of electronic recordkeeping systems and their admnistration: Open text Content Sever 16 and SharePoint.
Information Management Information Access Management Knowledge of informations security standards and their implementation.

Qualifications, Experience and Language skills

  • Completed secondary education
  • A minimum of five years of work experience, two years of which in records management.
  • Experience with digitisation, databases and/or Electronic Document and Records Management software (OpenText Livelink) is an asset.
  • Work experience in an international environment is an asset.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, Russian and Spanish) is an asset.
  • English language test (level 2) and typing 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 43865 (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): IntegrityProfessionalism 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.

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