Unit Head (Records Unit)

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


https://iaea.taleo.net/careersection/ex/jobdetail.ftl?lang=en&searchExpanded=true&job=2018/0321%20(001467)&src=

Werbeanzeigen

BibliothekarIn

BibliothekarIn (öffentliche Bibliothek)

(m/w)

Ref.Nr.: 42-18 | ab sofort | Teilzeit, 30h/Woche | Bruttogehalt ab 22.500,- p.a.

Durch den Zusammenschluss der Bibliothek der FH Kufstein Tirol und der Stadtbücherei Kufstein entsteht eine Bibliothek neuen Typs: Diese neue Öffentlich-Wissenschaftliche Zentralbibliothek soll sowohl der Bevölkerung des Unterinntales als auch Studierenden und Lehrenden der FH benutzergruppenorientierte Services rund um Medien bieten. Wir suchen eine innovative und dynamische Persönlichkeit, welche an der Erfüllung unserer Vision eines „One-stop-shops“ für alle Fragen rund um Medien mitarbeitet:

AUFGABENGEBIET:

  • Aufbau und Weiterentwicklung des Bibliotheksbestandes: Erwerbung, Inventarisierung und Katalogisierung von Belletristik, Sachbüchern sowie Kinder- und Jugendliteratur
  • Übernahme Lesesaaldienst während der Öffnungszeiten (Mo, Mi, Do, Fr: 15:30-18:30 und Di: 10-12 Uhr) sowie Vor- und Nachbereitungsarbeiten
  • Erstellung der Dienstpläne sowie monatliche Abrechnung der Hilfskräfte in Abstimmung mit der Bibliotheksleitung
  • Mitarbeit bei Inventur und Archivverwaltung sowie bei Erstellung und Verwaltung des Budgets
  • Veranstaltungsorganisation (Lesungen, Workshops, Kinderprogramm, Leseförderung etc.) in Zusammenarbeit mit lokalen und nationalen Organisationen sowie Mitarbeit bei der Außendarstellung
  • Zeitschriften- und Zeitungsverwaltung
  • Zielgruppenorientierte bibliothekarische Beratung und Betreuung u.a. von Kindern, Jugendlichen, SeniorInnen sowie Durchführung von Bibliotheksführungen und –Schulungen

QUALIFIKATIONSPROFIL:

  • Bibliothekarische Ausbildung und/oder Berufserfahrung in öffentlichen und/oder wissenschaftlichen Bibliotheken
  • Kenntnisse in der Anwendung von integrierten Bibliothekssystemen
  • Kenntnisse gängiger Internet- und Office-Werkzeuge
  • Selbständige, eigenverantwortliche Arbeit in den Kernaufgaben sowie Bereitschaft zur Weiterbildung

Wir freuen uns auf Ihre schriftliche Bewerbung an  personalfh-kufstein.ac.at!

Gehalt: Bruttogehalt ab 22.500,- p.a.
Bewerbungsfrist: keine
Reisekosten: Reisekosten im Zusammenhang mit der Bewerbung werden nicht ersetzt.

Verwaltungspraktikum Bibliothek

VERWALTUNGSPRAKTIKUM BIBLIOTHEK – ABTEILUNG KOMMUNIKATION UND DOKUMENTATION

Das Österreichische Patentamt beabsichtigt, voraussichtlich ab Januar 2019 für 6 Monate in Teilzeit (voraussichtlich 25 Wochenstunden) eine/n Verwaltungspraktikantin/ Verwaltungspraktikanten in der Abteilung Kommunikation und Dokumentation, Bereich Bibliothek, aufzunehmen.

Aufgabenbereich:

  • Konzepterstellung für den Umstieg auf ein neues Bibliotheksmanagementsystem
  • Vorbereitung der Datenmigration auf das neue Bibliotheksmanagementsystem
  • Konzepterstellung Retrokatalogisierung
  • Bestandsdurchsicht und -auflösung des nicht den gewerblichen Rechtsschutz betreffenden Teiles der Bibliothek

Anforderungsprofil:

  • Österreichische Staatsbürgerschaft oder unbeschränkter Zugang zum österreichischen Arbeitsmarkt
  • volle Handlungsfähigkeit
  • abgeschlossenes Universitätsstudium, vorzugsweise auf den Gebieten Medienwissenschaften, Sprachwissenschaften oder Informationswissenschaften
  • absolvierte Grundausbildung des Universitätslehrganges Library and Information Studies oder äquivalente Ausbildung
  • Erfahrung mit unterschiedlichen Bibliotheksmanagementsystemen
  • einschlägige Berufserfahrung im Bibliotheksbereich; insbesondere Katalogisierung
  • hohe Kommunikations- und Teamfähigkeit
  • hohes Maß an Selbständigkeit, Belastbarkeit und Entscheidungsfreude

Das Verwaltungspraktikum im Österreichischen Patentamt ist ein befristetes Ausbildungsverhältnis. Auf eine Übernahme in den Bundesdienst besteht kein Rechtsanspruch. Als Entlohnung (Entlohnungsstufe v1) gebührt ein monatlicher Ausbildungsbeitrag (bei Vollzeit) von derzeit 1.359,45 € brutto, der ab dem 4. Monat auf 2.718,90 € brutto steigt. Im Falle von Teilzeit gebührt der Ausbildungsbeitrag anteilsmäßig.

Bewerbung:

Ihre Bewerbung (Motivationsschreiben, tabellarischer Lebenslauf, Diplomprüfungszeugnisse sowie Zeugnis betreffend die Verleihung eines akademischen Grades) senden Sie per E-Mail bitte bis spätestens 21. Dezember 2018 unter Angabe der GZ. ÖPA-PM-ALLG/002/2018/41 an jobs(at)patentamt.at

https://www.patentamt.at/jobs/verwaltungspraktikum-bibliothek/