Archives Assistant

Archives Assistant(G5)  (2016/0447 (001531))

Organization : MTGS-Archives Unit

Primary Location: : Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2016-09-15, 3:34:27 PM

Closing Date: 2016-09-29, 11:59:00 PM
Duration in Months: 6
Contract Type: Monthly Short Term – MST

This vacancy notice has been re-opened. Applicants who have already submitted their application do not need to re-submit their application. All existing applications are still under consideration.

Type and Duration of Appointment

Monthly Short Term, 6 months

Staff members eligible for a Development Reassignment (DR) may be assigned through the mobility programme.

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 supervisor of the Archives Unit, the Archives Assistant contributes to the operation of the records centre and the long term preservation of historical records under custody of the IAEA Archives. He/she manages daily operations of components of the archives management programme and carries out activities in connection with records transfers, disposition and appraisal, retrieval and long term preservation of historical records in all media, retention and storage management.

Functions / Key Results Expected

  • Carry out archives business activities (transfer, storage of physical media and location management, arrangement and archival description, appraisal, information retrieval services, long term preservation) as assigned in the work plan.
  • Coordinate daily operations of the Archives Unit ensuring that services (retrieval, transfers) are performed efficiently, in a timely and customer-oriented manner compliant to established operating procedures.
  • Provide reference and research services to Agency staff and external researchers monitoring access control rules and regulations.
  • Coordinate specific projects performed in a small team of 2-3 staff members by monitoring and regularly reporting work progress and quality of results.Provide logistical support to all formal training activities, and provides guidance to Records Office Coordinators to ensure compliance with established standard procedures.
  • Support declassification reviews by screening records for security-classified materials as part of declassification procedures.

Competencies and Expertise

Core Competencies

  • 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

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

Required Expertise

  • Administrative Support: 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: 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).
  • General Services: General Services|Archives Management: Good knowledge of archives management business functions and relevant international standards.
  • General Services: General Services|Data Management: High level of accuracy in data entry and ability to extract key elements from written information.

Qualifications, Experience and Language skills

  • Completed secondary education.
  • A minimum of five years of clerical experience, two years of which are related to archives management activities.
  • Thorough knowledge of IAEA organizational structure, programmes and activities is desirable.
  • Good health and physical condition in order to lift boxes of records weighing 15 kg and to work in a dusty environment.
  • English Language Test (Level 2) and English Typing Test (Level 2) to IAEA standard.
  • Excellent command of written and spoken English. Knowledge of any other official Agency language (Arabic, Chinese, French, Russian, Spanish) an asset.


The IAEA offers an attractive remuneration package including a tax-free monthly net base salary starting at EUR 3 605 (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.


Archivar und Lagermitarbeiter (m/w)

Die BDO zählt in Österreich und international zu den Top Wirtschaftsprüfungs- und Steuerberatungsgesellschaften in den Bereichen Wirtschaftsprüfung, Steuerberatung, Accounting, Financial Advisory, Consulting und Forensic, Risk & Compliance. Wir bieten Raum für individuelle Entwicklung, Respekt und Sicherheit.

Für unseren Standort in Wien suchen wir ab sofort eine/n Vollzeit

Archivar und Lagermitarbeiter (m/w)


  • Kontrolle, Kennzeichnung, Sortierung und Archivierung von Akten und Geschäftsausstattung (Bestandsführung und Jahresinventur)
  • Analyse, Planung und Support von Logistikprojekten
  • Kompetenter Ansprechpartner für alle Bereiche in logistischen Belangen
  • Einhaltung der lagerlogistischen Vorgaben und Abwicklungen
  • Verantwortung für Sicherheit, Ordnung und Sauberkeit im Lagerund Logistikbereich
  • Be- und Entladungstätigkeiten
  • Botendienste und Besorgungen


  • Mehrjährige Berufserfahrung im Lager- und Logistikbereich
  • Erfahrungen mit Lagerwirtschaftsprogrammen
  • MS-Office-Kenntnisse
  • Eigenverantwortliche Arbeitsweise und ein hohes Maß an Genauigkeit und Verlässlichkeit
  • Einsatzbereitschaft, Flexibilität und körperliche Belastbarkeit
  • Führerschein der Klasse B


  • Langfristige und interessante Berufsperspektive in einem teamorientierten Unternehmen
  • Wir bieten Ihnen eine Fixanstellung mit leistungsgerechter Bezahlung ab € 28.000,00 Bruttojahresgehalt. Abhängig von Qualifikation und Berufserfahrung ist eine Überzahlung möglich.
  • Zusätzlich bieten wir Essensgutscheine und diverse andere Benefits.

BDO Austria GmbH
z.H. Herrn Michael Moschen, MA,, Kohlmarkt 8-10,
Eingang Wallnerstraße 1, 1010 Wien

Group Assistant (m/f)

Boehringer Ingelheim is an equal opportunity employer who takes pride in maintaining a diverse and inclusive culture. We embrace all aspects of diversity and inclusion which benefit our employees, patients and communities. Minority/Female/Protected Veteran/Person with a Disability (Applicable in United States of America). 
Group Assistant (m/f) – 25 hours/week166561  


The Regional Medical Department located in Vienna manages and coordinates clinical studies in Central and Eastern European countries.

Duties & Responsibilities

  • Support the team and the line manager in all administrative aspects
  • Organize internal and external meetings on international level
  • Prepare agendas and keep minutes from meetings and teleconferences
  • Travel management and administration of travel expenses, budget planning
  • Administration of working hour records
  • Collect data and prepare presentations for monthly reports
  • Design and maintain databases required for operational activities within the group
Please note that this employment will be organized through an external service provider. The Employment takes place exclusively at Boehringer Ingelheim RCV GmbH & Co KG.
For this position we offer an interesting salary package considering your expertise and personal competencies as well as your professional experience. We are obliged by law to state the minimum salary according to the collective agreement, which amounts to € 33.509,28 gross per year (full-time) for this position. Moreover, we offer our employees a variety of attractive social benefits which will be introduced in the personal interview.


  • Successful graduation at a commercial school/college (HASCH, HAK, HBLA etc.)
  • Previous work experience of minimum 3 years in administrative tasks, experience in the pharmaceutical industry is an advantage
  • Excellent organizational and highly developed administrative skills 
  • Fluency in English and German (written and verbal)
  • Strong verbal and written communication
  • Proven social skills in an international team
  • Strong MS-Office skills (Excel, Word, Power Point, Outlook etc.)

Our Culture

Boehringer Ingelheim is one of the world’s 20 leading pharmaceutical companies. Headquartered in Ingelheim, Germany, Boehringer Ingelheim operates globally through 145 affiliates and a total of some 47,500 employees. The focus of the family-owned company, founded in 1885, is on researching, developing, manufacturing and marketing new medications of high therapeutic value for human and veterinary medicine.

Social responsibility is an important element of the corporate culture at Boehringer Ingelheim. This includes worldwide involvement in social projects through, for example, the initiative “Making More Health” while also caring for employees. Respect, equal opportunity and reconciling career and family form the foundation of mutual cooperation. The company also focuses on environmental protection and sustainability in everything it does.

In 2015, Boehringer Ingelheim achieved net sales of about 14.8 billion euros. R&D expenditure corresponds to 20.3 per cent of net sales.

For more information please visit


Your application will be reviewed by our recruiting team as well as the respective department. Therefore, we do not state a specific contact person and kindly ask you to use a general salutation in your application.


Primary Location

: Europe-Austria-Vienna-Vienna


: AT-Boehringer Ingelheim Regional Center Vienna GmbH & Co KG (Austria)


: Part-time

Intern, Records Management Unit. OSCE, Vienna

Job Title:                     Intern, Records Management Unit, OSG

Organization Name:  OSCE Secretariat

Location:                     Vienna

Closing Date of application: 04-05-2016

Duration of internship: 3 months starting July 4, 2016 until September 23, 2016

The Records Management Unit (RMU) is a part of the Office of the Secretary General and is responsible for developing, implementing and overseeing the records management framework and programme within the OSCE. It ensures the capture, distribution, storage and management of records in accordance with accepted standards and best practices. Its scope of work includes registration and distribution of official correspondence, providing guidance on handling paper and electronic records, facilitating transfers of semi-active and inactive records, overseeing authorized destruction of records, and developing and implementing organization-wide records management tools and resources.

Required competencies                  

Core values

  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work

Core competencies

  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances

Managerial competencies (for positions with managerial responsibilities)

  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Tasks and Responsibilities                    

RMU is looking for an internship candidate who will work with all members of the team and will be tasked with the duties outlined below:

  • Providing support for records registration;
  • Assisting with backlog projects such as compiling inventories, weeding and digitizing records (digitizing includes document preparation, scanning, performing quality control and assigning metadata);
  • Assisting with file transfers as required;
  • Assisting with records-related events including planning, publicity, obtaining supplies, setting up and cleaning up;
  • Assisting with records projects including performing research and developing documentation such as policies and procedures and user guides;
  • Performing other records-related tasks as required.

Necessary Qualifications             

  • Applicants should be under the age of 30 and from an OSCE participating State;
  • Students in the final year of higher education (university or other accredited institution) at graduate or postgraduate level, i.e. within two years of graduation, or recent graduates or postgraduates, with a background in Archival Science, Records Management or Information Management;
  • Working experience with Electronic Document and Records Management Systems (such as OpenText CS) is an asset;
  • Advanced computer skills;
  • Strong analytical, research and drafting skills;
  • Good organizational skills with ability to process and synthesize information quickly and efficiently;
  • Detail-oriented;
  • Professional fluency in English with excellent communication skills; knowledge of other OSCE working languages is an asset;
  • Ability to establish and maintain effective working relations with people from different national and cultural backgrounds, whilst maintaining impartiality and objectivity.

Remuneration Package                

The OSCE is not in a position to pay any remuneration or cover any expenses incurred by the intern during his/her stay in Vienna nor reimburse travel expenses.

The internship lasts three (3) months and does not constitute a commitment to future employment with the OSCE.

The selected intern will participate in the group health insurance scheme at his/her own expense but the OSCE will cover life and disability insurance.

How To Apply                    

If you meet the above requirements and wish to apply for this internship opportunity, please use the OSCE’s online application link found under Please mention your availability dates in the cover letter.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, or offer an internship with modified terms of reference or a different duration.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.Please be aware that the OSCE does not request payment at any stage of the application and review process.

Mitarbeiter/in Dokumentation-Archivierung

Mit über 2000 Mitarbeitern und über 20 Niederlassungen bundesweit zählen wir, die APS Group, zu den führenden Personaldienstleistern in Österreich. APS steht für einen hohen Qualitätsstandard, der durch diverse Auszeichnungen und Zertifikate dokumentiert und sichergestellt ist.

Unsere MitarbeiterInnen meistern in nahezu allen Bereichen der Arbeitswelt die an sie gestellten Herausforderungen und profitieren von einem wertschätzenden Umgang innerhalb des APS-Teams. Des Weiteren ist uns die Mitarbeiterentwicklung und Förderung der persönlichen Potentiale sehr wichtig.

Durch unsere langjährige Erfahrung und hohe Kompetenz in der Personaldienstleistung konnten wir uns, über die letzten 30 Jahre, als seriöser und verlässlicher Partner für Unternehmen und Arbeitssuchende am österreichischen Arbeitsmarkt etablieren.

Wir suchen für ein internationales, renommiertes Unternehmen in Raum Perg eine/n

Mitarbeiter/in Dokumentation-Archivierung


Wir suchen für ein renommiertes Unternehmen im Raum Schwertberg eine/n Mitarbeiter/in für die Abteilung Medienproduktion.

  • Durchsuchen von Auftragstexten
  • Spezifische Dokumentationserstellung
  • Erstellung des Archiv-Ordners im SAP
  • Dokumentationsproduktion in Paper/Erstellung der Doku CD
  • Verwaltung der Sonderprogramm-Übersetzung
Fachliche Anforderungen:
  • kaufmännische Ausbildung (Lehre, HAS oder ähnliches)
  • Englisch in Wort und Schrift
  • gute MS Office Kenntnisse, SAP von Vorteil
Persönliche Anforderungen:
  • genaue und zuverlässige Arbeitsweise
  • Sie arbeiten gerne am Computer
  • technisches Interesse
Wir bieten:

Für diese Dauerstelle in einem internationalen Umfeld ist ein monatliches Bruttomindestgehalt in Höhe von mind. EUR 2.000,00 vorgesehen. Eine Überzahlung ist je nach Qualifikation und Berufserfahrung möglich.


Mag. Claudia Gruber (, 05/7001-4055)
APS Austria Personalservice GmbH & CO KG
Lastenstraße 38
4020 Linz

Im Sinne des Gleichbehandlungsgesetzes wenden wir uns an Damen und Herren.

Praktikant/-in im Bereich Informationsmanagement

Lufthansa CityLine GmbH


ab sofort

Für unser Tochterunternehmen Lufthansa CityLine suchen wir ab sofort, befristet für drei bis maximal vier Monate, eine/-n Praktikant/-in im Bereich IT.

In unserer Abteilung Informationsmanagement / IT übernehmen Sie die Aufgabe unter Berücksichtigung der vorhandenen Kommunikationssysteme, der Ressourcen sowie der notwendigen Wirtschaftlichkeits-betrachtungen ein neues Kommunikationskonzept zu erarbeiten.

Dazu gehören u.a. die Betrachtung und Analyse der

  • Kommunikations- und Informationsflüsse,
  • Speicherorte und Strukturen,
  • Ansprechpartner, sowie der vorhandenen Kommunikationsformen und -wege.

Die Ergebnisse der Analyse fließen, dann in enger Zusammenarbeit mit dem IM-Management, in ein neues Konzept für die Kommunikation, Information und Dokumentation ein. Schlussendlich soll ein Proof of Concept erarbeitet werden, welches die neue Struktur möglichst einfach unterstützt und ein Entwicklungsszenario aufgezeigt werden, wie das Konzept sinnvoll implementiert werden kann.

Wir bieten Ihnen die Möglichkeit, Ihr methodisches Wissen praxisnah anzuwenden, zu erweitern und ein verantwortungsvolles Projekt mit viel kreativen Spielraum zu bearbeiten.

Ihr Profil

Sie befinden sich in einer fortgeschrittenen Phase Ihres Studiums der Wirtschaftsinformatik oder Informatik mit ausgeprägtem Fokus auf (digitaler) Kommunikation oder der Kommunikationswissenschaften mit Schwerpunkt/Erfahrungen in (digitaler) Kommunikation und entsprechend ausgeprägten Informatikkenntnissen.

  • Immatrikulation über den gesamten Praktikumszeitraum
  • Ausgeprägtes Organisationstalent
  • Selbstständige und strukturierte Arbeitsweise
  • Sehr gute analytische Fähigkeiten
  • Hohes Maß an Eigeninitiative
  • Kenntnisse in Web- und Kollaborationstechnologien

Lufthansa CityLine ist eine hundertprozentige Konzerngesellschaft der Deutschen Lufthansa AG und befördert rund 8,6 Millionen Passagiere pro Jahr. Mit über 50 modernen und umweltschonenden Mittel- und Kurzstreckenjets erreicht die Flotte alle wichtigen Flughäfen in Europa. Täglich führt das Unternehmen rund 360 Flüge zu 78 Zielorten in 25 Ländern durch. Lufthansa CityLine beschäftigt rund 2.260 Mitarbeiter.

Für weitere Informationen:
Christina Ferstl:

Falls wir Ihr Interesse geweckt haben, bewerben Sie sich bitte online!