Archives Assistant(G5) – (2016/0447 (001531))
Primary Location: : Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2016-09-15, 3:34:27 PM
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.
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.
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
- 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.
- 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.
- 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.