Angestellten (m/w/d) Bibliotheks- und Archivwesen

An der Universität Wien (mit 20 Fakultäten und Zentren, 178 Studienrichtungen, ca. 9.800 Mitarbeiter*innen und rund 90.000 Studierenden) ist ehestmöglich die Position eines/einer

Angestellten (m/w/d)
in der Dienstleistungseinrichtung Bibliotheks- und Archivwesen

zu besetzen.


Kennzahl der Ausschreibung: 10939

Im ältesten Universitätsarchiv Österreichs ist die Stelle einer*eines Angestellten im höheren Archivdienst befristet zu besetzen. Es besteht die Option auf unbefristete Verlängerung.

Dauer der Befristung: 1 Jahr/e

Beschäftigungsausmaß: 40 Stunden/Woche.
Einstufung gemäß Kollektivvertrag: §54 VwGr. IVa
Darüber hinaus können anrechenbare Berufserfahrungen die Einstufung und damit das Entgelt bestimmen.

Ihre Aufgaben:
Ihr Aufgabenbereich umfasst die selbständige und eigenverantwortliche Wahrnehmung wesentlicher Aufgaben des Archivs der Universität Wien, insbesondere die Bewertung und Übernahme von Schriftgut (analog und digital), die Erschließung von Archivbeständen sowie die Durchführung von Recherchen und Anfragebeantwortungen. Ebenfalls zu den Aufgaben zählen die wissenschaftliche Aufarbeitung der Archivbestände, wissenschaftliche Publikationstätigkeit, die Gestaltung von Kleinausstellungen, das Aufsetzen von Digitalisierungsprojekten sowie die Beratung universitärer Organisationseinheiten in Fragen des Records Management.

Ihr Profil:
– Abgeschlossenes Universitätsstudium Geschichte und abgeschlossene Archivausbildung, bevorzugt: abgeschlossenes Masterstudium „Geschichtsforschung, historische Hilfswissenschaften und Archivwissenschaft“ oder eine gleichwertige Ausbildung.
– Gute Kenntnis archivischer Standards (ISAD, RNAB, etc.)
– Ausgeprägter Ordnungssinn und hohe Genauigkeit
– Flüssiges Lesen älterer Schriften (Kurrent, Fraktur).
– Sehr gute Sprachkenntnisse in Latein und Englisch
– Sehr gute EDV Kenntnisse, v.a. Erfahrung mit Archivinformationssystemen, Digitalisierungsprojekten und Archivierung digitaler Unterlagen
– Fähigkeit zur Betreuung und Beratung von Benützer*innen bei wissenschaftlichen Fragestellungen
– Fähigkeit zum wissenschaftlichen Arbeiten und Publizieren
– Sehr gute Dialog- und Kommunikationsfähigkeit, Serviceorientierung, Teamfähigkeit
– Praktische Erfahrungen im Bereich der Archivarbeit
– Kenntnisse und/oder berufliche Erfahrung im Bereich des Records Management
– Erfahrung bei Ausstellungsgestaltung zur Präsentation von Archivgut
– Kenntnisse der allgemeinen (Wissenschafts-)Geschichte und der Geschichte der Universität Wien
– Organisation von Arbeitsabläufen, Arbeitsplanung, Projektmanagement

Ihre Bewerbung:
Wir freuen uns auf Ihre aussagekräftige Bewerbung mit Motivationsschreiben unter der Kennzahl 10939, welche Sie bis zum 12.07.2020 bevorzugt über unser Job Center (http://jobcenter.univie.ac.at/)  an uns übermitteln.

Für nähere Auskünfte über die ausgeschriebene Position wenden Sie sich bitte an Höglinger, Brigitte +43-1-4277-15003.

Die Universität Wien betreibt eine antidiskriminatorische Anstellungspolitik und legt Wert auf Chancengleichheit und Diversität (http://diversity.univie.ac.at/). Insbesondere wird eine Erhöhung des Frauenanteils in Leitungspositionen und beim wissenschaftlichen Personal angestrebt. Frauen werden bei gleicher Qualifikation vorrangig aufgenommen.

DLE Personalwesen und Frauenförderung der Universität Wien
Kennzahl der Ausschreibung: 10939
E-Mail: jobcenter@univie.ac.at

https://univis.univie.ac.at/ausschreibungstellensuche/flow/bew_ausschreibung-flow?_flowExecutionKey=_cFF47FCBB-E5E9-7F5D-9E5A-C6F78B89A512_k697F141B-D486-7016-C9E0-9F90B2D4DEEC&tid=79685.28

 

Senior Consultant (for Records and Archives)

CALL FOR EXPRESSIONS OF INTEREST – VACANCY ANNOUNCEMENT: 2001245

Senior Consultant (for Records and Archives)

Job Posting

: 01/Jun/2020

Closure Date

: 22/Jun/2020, 9:59:00 PM

Organizational Unit: CSD

Job Type

: Non-staff opportunities

Type of Requisition: Consultant / PSA (Personal Services Agreement)

Grade Level: N/A

Primary Location

: Home-Based

Duration: 3.5 months

Post Number: N/A

IMPORTANT NOTICE: Please note that Closure Date and Time displayed above are based on date and time settings of your personal device

_______________________________________________________________________________________

FAO is committed to achieving workforce diversity in terms of gender and nationality

People with disabilities are equally encouraged to apply

All applications will be treated with the strictest confidentiality

The incumbent may be re-assigned to different activities and/or duty stations depending on the evolving needs of the Organization

 Organizational Setting

 The Corporate Services Department is responsible for ensuring that the administrative and financial policies and practices of FAO are effective and efficient in supporting the Organization’ s strategic framework. Specifically, CS provides services to FAO employees and FAO members in the areas of finance, procurement, travel and other administrative areas. It has recently been entrusted with the function of Records and archives.

Reporting Lines

Under the general guidance of the Assistant Director-General Corporate Services Department and the direct supervision of the Senior Programme Coordinator of the Corporate Services Department, in consultation with steering committee members from CIO, DDN, LEG, OCC, OSD, PS the consultant shall undertake the following activities:

Tasks and responsibilities

Records

  • Carry out an initial review of MS 601 (FAO Administrative Manual) and related procedures and practices in the light of the ISO 15489 standard and the findings and recommendations in AUD1219 (including how R&A management fits within the broader framework of knowledge management in FAO);
  • Review externally triggered records management obligations (e.g. the EU requiring supporting documentation for approval of financial reports, the US requiring 3 year retention of records);
  • Interview key stakeholders including all Regional Offices and selected other decentralized offices;
  • Review UN best practices and interview selected agencies on their approaches and strategies for ensuring modern and fit for purpose records and archives management practices;
  • On the basis of (1),  (2), (3) and (4) propose an actionable ISO-compliant definition of “record” and a corresponding fit-for-purpose record management cycle;
  • Propose reorganization of the corporate records and archives function in FAO, based on the concept of Office of Primary Responsibility (OPR), i.e. a centralized records management system in which Records Management Centers (RMCs) are given responsibility for keeping the Organization’s master set of a particular type of record;
  • Provide a definition of roles and responsibilities, in consultation with the OPR, RMCs and other stakeholders;
  • Identify, catalogue and make an inventory of all FAO record generation processes including systems (GRMS, PIRES, FPMIS, etc) and tools (FAO Handbook);
  • Review and work in full cognizance of other on-going corporate projects with which synergies, linkages and actual data exchange will be necessary. Such projects include the ERP upgrade, PROMYS and the area of Data Protection;
  • Provide a draft proposal for a comprehensive Records Management System;
  • Propose a suitable periodic review mechanism of the corporate records management infrastructure (policies and tools) bearing in mind the constant evolution of record generation technology in a knowledge management organization.

 

Archives

  • Propose strategic plan and operational arrangements for archival services and facilities indicating adequate strategies for digitalization and knowledge management requirements ;
  • Advise on optimum archive storage conditions for long-term protection with full intellectual control and access to contents.
  • Develop a R&A training programme for OPR, RMC and other staff for due compliance with new policies and procedures.
  • Based on the above analyses and proposals for both records and archives functions, prepare a comprehensive update of MS  601.

 

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

 Minimum Requirements

  • University degree in Library and Information Science, Information Management or archival sciences or related field
  • Ten years of proven experience in Records and Archives management in writing records and archives policy or guidance (please provide samples)  and in digital records and archives management.
  • Working knowledge of English, French or Spanish and limited knowledge of one of the other two or Arabic, Chinese, Russian.

 

FAO Core Competencies

  • Results Focus
  • Teamwork
  • Communication
  • Building Effective Relationships
  • Knowledge Sharing and Continuous Improvement

 

Technical/Functional Skills

  • Work experience in more than one location or area of work
  • Extent and relevance of experience in records and archives management in large organizations
  • Extent and relevance of experience in working in the field of Records and Archives management for the United Nations
  • Familiarity with ISO 15489

_______________________________________________________________________________________

Please note that all candidates should adhere to FAO Values of Commitment to FAO, Respect for All and Integrity and Transparency

_______________________________________________________________________________________

ADDITIONAL INFORMATION

FAO does not charge any fee at any stage of the recruitment process (application, interview, processing)

Please note that FAO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list
If you are in possession of language certificate/s from UN accredited external providers and/or FAO language official examinations (LPE, ILE, LRT), please attach the certificate/s when submitting the application.

For more information, visit the FAO employment website

HOW TO APPLY

To apply, visit the recruitment website at Jobs at FAO and complete your online profile. Incomplete applications will not be considered. Only applications received through the recruitment portal will be considered.

We encourage applicants to submit the application well before the deadline

If you need help please contact: Careers@fao.org

https://jobs.fao.org/careersection/fao_external/jobdetail.ftl?lang=en&searchExpanded=true&job=2001245

Archivar/in des höheren Dienstes

Heidelberg ist Spitze – auch im Bereich Digitalisierung.
Die Digitalisierung erfasst und verändert immer mehr Arbeitsbereiche der Verwaltung und Archivierung. Im Kontext der Archivarbeit eröffnete die Digitalisierung insbesondere erweiterte Möglichkeiten der Vervielfältigung, Sicherung und komfortablen Nutzung meist analoger Aufzeichnungen/Dokumentationsinhalte. Dagegen ist die dauerhafte Erhaltung (revisionssichere Archivierung) zunehmend und ausschließlich originär digital entstandener Informationen (born-digital content) eine aktuelle und zukünftig immer wieder neue Herausforderung! Denn in der Praxis bedeutet dies nicht die einmalige, sondern kontinuierliche Migration auf zukunftssichere, zukünftige Datenformate und Datenplattformen, Medien, Softwareversionen und Komponenten.
Dieser nachhaltige „Technologiewandel“ erweitert das klassische Berufsbild der Archivarin/des Archivars.

Vor diesem Hintergrund sucht die Stadt Heidelberg zum nächstmöglichen Zeitpunkt für das Stadtarchiv eine/n

Archivar/in des höheren Dienstes

für elektronische Schriftgutverwaltung und Digitale Archivierung (Besoldungsgruppe A 13 LBesGBW beziehungsweise Entgeltgruppe 13 TVöD-V).

Das Aufgabengebiet umfasst im Wesentlichen folgende Tätigkeiten:

  •   Analyse, Kontrolle und fortlaufende Optimierung der analogen und digitalen Überlieferungsbildung
  •   Zusammenarbeit mit den zuständigen Mitarbeiterinnen/Mitarbeitern in den aktenproduzierenden Organisationseinheiten der städtischen sowie außerstädtischen (zum Beispiel DIMAG) IT-Verbundpartnerinnen/Verbundpartner
  •   Entwicklung und Umsetzung von Konzepten (insbesondere bei der Einführung DIMAG- basierter Lösungen) für die Erhaltung analoger und digitaler Unterlagen, für die Auswahl geeigneter Archivformate und die Planung von Migrationen
  •   Entwicklung und Aufbau eines digitalen Benutzungskonzepts im Rahmen eines zeitgemäßen „History Marketing“

    Was erwarten wir von Ihnen?

  •   Abgeschlossenes Hochschulstudium (Master, Staatsexamen oder vergleichbarer Abschluss), vorzugsweise im Fach Geschichte, möglichst mit Promotion
  •   Überdurchschnittliche Fachqualifikation mit mindestens 3-jähriger Berufserfahrung im Archivdienst verbunden mit besonderen IT-Kenntnissen und profunden Erfahrungen in den Bereichen Records sowie History Management, Archiv- und Informationswissenschaften. Zudem ist die Befähigung zum höheren Archivdienst erwünscht.
  •   Kompetenz, Innovationsfreude und Kreativität sich im Zuge stetig verändernder technischer Rahmenbedingungen der neuen Technik zukunftsfähig für die archivischen Kernaufgaben einer sicheren Dauerarchivierung sowie der Archivalienaufbereitung und -präsentation einschließlich ihrer Bereitstellung und Nutzung im Rahmen eines modernen „History Marketings“ zu bedienen
  •   Ausgeprägte persönliche und soziale Kompetenzen in der Menschenführung, Team- und Kommunikationsfähigkeit sowie Durchsetzungsvermögen

    Was können wir Ihnen bieten?

  •   Eine zunächst auf zwei Jahre befristete Beschäftigung mit der Perspektive auf eine unbefristete Weiterbeschäftigung bei Bewährung
  •   Eine Einstellung im Beschäftigtenverhältnis in Entgeltgruppe 13 TVöD-V oder im Beamtenverhältnis in Besoldungsgruppe A 13 LBesGBW bei Vorliegen der rechtlichen Voraussetzungen
  •   Die Möglichkeit einer gleitenden Arbeitszeit im Rahmen unserer städtischen Regelung
  •   Vielfältige Angebote zur Förderung der Vereinbarkeit von Beruf, Karriere und Familie
  •   Vielseitige Bausteine der Personalentwicklung (unter anderem ein umfangreiches internes Fortbildungsprogramm) und damit ideale Rahmenbedingungen für Ihre berufliche und persönliche Weiterentwicklung
  •   Kostenlose Sportangebote und Vortragsreihen zu gesundheitsrelevanten Themen im Rahmen der betrieblichen Gesundheitsförderung
  •   Zuschuss zum Abonnement eines Jobtickets für den Verkehrsverbund Rhein-Neckar und vieles mehr.

    Um Unterrepräsentanzen zu vermeiden, hat die Stadt Heidelberg die Charta der Vielfalt unterzeichnet (www.charta-der-vielfalt.de). Über Informationen zu ehrenamtlichen Tätigkeiten freuen wir uns.

    Möchten Sie einen aktiven Beitrag zur nachhaltigen Bewahrung unserer Stadtgeschichte leisten und ins Digitale Zeitalter mit uns durchstarten? Haben wir Ihr Interesse geweckt?
    Dann freuen wir uns über Ihre Bewerbung mit aussagekräftigen Unterlagen inklusive einschlägiger Abschluss- und Arbeitszeugnisse bis spätestens 11. Mai 2019 online unter www.heidelberg.de/stellenausschreibungen.

    Bei Fragen zum Aufgabengebiet stehen Ihnen beim Stadtarchiv Herr Dr. Blum (Telefon 06221 58- 19810) sowie bei Fragen zum Auswahlverfahren beim Personal- und Organisationsamt Frau Laudenklos (Telefon 06221 58-11780) gerne zur Verfügung.

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=

Internship (Archives and Records Management)

Internship (Archives and Records Management)  (TAL-MTGS20170828-001)

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2017-10-11, 4:05:05 PM

Closing Date

: 2017-11-01, 12:59:00 AM

Contract Type: Interns
  

This is a re-opening of a previously posted internship vacancy. Those who have applied need not resubmit an application.

Duration of Internship

12 months

Internships

The IAEA accepts a limited number of interns each year. The internships are awarded to persons studying towards a university degree or who have recently received a degree (see the Internship web pages for further details).

 The purpose of the programme is:

  • to provide interns with the opportunity to gain practical work experience in line with their studies or interests, and expose them to the work of the IAEA and the United Nations as a whole;
  • to benefit the IAEA’s programmes through the assistance of qualified students specialized in various professional fields.

The duration of an internship is normally not less than three months and not more than one 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 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

The internship is designed to provide experience in Archives and Records Management Section.

 Functions / Key Results Expected

•  Archival processing constituting appraisal of semi-current records.

•  Assisting in developing promotional activities such as guided tours, exhibitions, and development of an online portal. 
• Creation of finding aids and drafting series level descriptions based on the ISAD (G).
• Developing strategies in long-term preservation of digital records.
• Revision of the institution-wide functional file plan.
• Revision of the institution-wide retention schedule.

Knowledge, Skills and Abilities

  • MS Office

Qualifications and Experience

  • Undergraduate degree or graduate level studies in the relevant fields in archives and records management

 Applicant Eligibility

  • Candidates must be a minimum of 20 years of age and have completed at least three years of full-time studies at a university or equivalent institution towards the completion of a first degree.

  • Candidates must not previously have participated in the IAEA’s internship programme.

  • Candidates may apply up to one year after the completion of a bachelor’s, master’s or doctorate degree.

  • Fluency in written and spoken English; fluency in any other IAEA official languages (Arabic, Chinese, French, Russian, Spanish) an asset.

  • Candidates must attach two signed letters of recommendation to their application.

     

Application:

https://iaea.taleo.net/careersection/interns/jobdetail.ftl?job=TAL-MTGS20170828-001&tz=GMT%2B02%3A00

 

Records Management Coordination Assistant

Records Management Coordination Assistant, G-6. IAEA, Vienna.

Open until 12 November 2016

Records Management Coordination Assistant (G6) – (2016/0629 (001384))

Organization : MTGS-Records Unit

Primary Location : Austria-Vienna-Vienna-IAEA Headquarters

Job Posting : 2016-10-13, 9:18:06 AM

Closing Date : 2016-11-12, 11:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term – Regular

Type and Duration of Appointment

Fixed term, 3 years (subject to a probationary period of 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 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 Unit Head, the Records Management Coordination Assistant monitors the implementation of the work plan and related projects, provides reports, ensures the maintenance of information systems with recordkeeping functionalities at IAEA, provides related training and consultations to IAEA staff and coordinates the record transfers from all units to Records Center.

Functions / Key Results Expected

  • In close cooperation with the Unit Head responsible for monitoring the implementation of the work plan and other projects of the Unit such as maintaining and updating the work plan, adjusting priorities, collecting statistics, and proposing SOWs and specifications following established standards.
  • In close cooperation with the Unit Head implement the Agency`s records keeping policies, procedures and guidelines, oversee activities with special focus on the maintenance of Records Retention Schedules and File Plans.
  • Coordinate records surveys and audits according to establish standards. Ensure dissemination of information regarding established or newly established Records Management policies and procedures, provide user training throughout the Agency. Collect statistics on offered services on regular basis.
  • Serve as contact point for ARMS and coordinate electronic records management projects related to recordkeeping solutions, such as Livelink Opentext or MS Sharepoint development, integration, or upgrade. Within established standards and procedures be responsible for the maintenance of electronic recordkeeping systems ensuring compliance and following international professional standards such as ISO.
  • Provides advisory services such as one-to-one consultations to IAEA staff on information governance, information security, contingency planning, vital records programme.
  • Process active and semi-active records according to ARMS standards and create/maintain inventories, finding aids, storage control databases and reference requests databases for ARMS purposes in context of the information life-cycle concept.

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

  • Commitment to continuous process improvement           Plans and executes activities in the context of quality and risk management and identifies opportunities for process, system and structural improvement, as well as improving current practices. Analyses processes and procedures, and proposes improvements.
  • Judgement/decision making           Consults with supervisor/manager and takes decisions in full compliance with the Agency’s regulations and rules. Makes decisions reflecting best practice and professional theories and standards.
  • Knowledge sharing and learning    Actively seeks learning opportunities and actively shares knowledge and information with others; shares specialized knowledge, skills and learning from experience across different situations and contexts effectively.

Required Expertise

  • Administrative Support        Administrative Support|Data Management           Ability to work very accurately and to pay attention to details.
  • Administrative Support        Administrative Support|Discretion and Respect for Confidentiality       Ability to respect confidentiality when dealing with sensitive matters.
  • Administrative Support        Administrative Support|MS Office (Word, Excel, Outlook, PowerPoint) Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.

Asset Expertise

  • Administrative Support        Administrative Support|Guidance and Training   Experience with delivering traings.
  • Administrative Support        Administrative Support|Records and Documents Administration          Knowledge of the Agency’s Administrative Manual and Record Keeping Policy.
  • General Services        General Services|Data and Information Analysis and Reporting            Knowledge of the Agency’s Information Security Policy and Procedures and the Safeguards Manual.

Qualifications, Experience and Language skills

  • Completed secondary education.
  • Specialised training in records and information management highly desirable.
  • A minimum of six years of work experience, three years of which in records management.
  • Demonstrated experience with Electronic Document and Records Management Software (Livelink Open Text, MS Sharepoint) will be considered an asset.
  • Experience in an international organization preferred.
  • Good command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) 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 50052 (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): 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.

IAEA, Archives and Records Management Section, Internship

ARMS Internship – (TAL-MTGS20160518-001)

Primary Location : Austria-Vienna-Vienna-IAEA Headquarters
Job Posting : 2016-10-11, 5:52:58 PM
Closing Date : 2016-10-25, 11:59:00 PM

Contract Type: Interns

The internship will be for a duration of six months.

Tentative start date is mid-November/December 2016.

Internships

The IAEA accepts a limited number of interns each year. The internships are awarded to persons studying towards a university degree or who have recently received a degree (see the Internship web pages for further details).

The purpose of the programme is:

  • to provide interns with the opportunity to gain practical work experience in line with their studies or interests, and expose them to the work of the IAEA and the United Nations as a whole;
  • to benefit the IAEA’s programmes through the assistance of qualified students specialized in various professional fields.

The duration of an internship is normally not less than three months and not more than one 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 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

The internship is designed to provide experience in Archives and Records Management Section.

Functions / Key Results Expected

• Archival processing constituting appraisal of semi-current records

• Assisting in developing promotional activities such as guided tours, exhibitions, and development of an online portal

• Creation of finding aids and drafting series level descriptions based on the ISAD (G)

• Developing strategies in long-term preservation of digital records

• Revision of the institution-wide functional file plan

• Revision of the institution-wide retention schedule

Knowledge, Skills and Abilities Required

Skills and Expertise

  •  MS Office (Word, Excel, Outlook, PowerPoint)

Qualifications and Experience

  • Undergraduate degree or graduate level studies in the relevant fields in archives and records management

Applicant Eligibility

  • Candidates must be a minimum of 20 years of age and have completed at least three years of full-time studies at a university or equivalent institution towards the completion of a first degree.

  • Candidates must not previously have participated in the IAEA’s internship programme.

  • Candidates may apply up to one year after the completion of a bachelor’s, master’s or doctorate degree.

  • Fluency in written and spoken English; fluency in any other IAEA official languages (Arabic, Chinese, French, Russian, Spanish) an asset.

  • Candidates must attach two signed letters of recommendation to their application.

     

https://iaea.taleo.net/careersection/interns/jobdetail.ftl?job=TAL-MTGS20160518-001

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.

Requirements

  • 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 www.boehringer-ingelheim.com

Contact

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.

Siehe: https://tas-boehringer.taleo.net/careersection/global+template+career+section+28external29/jobsearch.ftl?lang=de  

Primary Location

: Europe-Austria-Vienna-Vienna

Organization

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

Schedule

: Part-time

Temporary Senior Records Management Assistant

Job Title                        Temporary Senior Records Management Assistant

Organization Name         OSCE Secretariat

Location                        Vienna

Grade                           G6

Closing Date of application           21-06-2016

No. of Posts                  1

Background                   Please note that this is a temporary position until 31 December 2016 with possibility of an extension.

The Records Management Unit (RMU) currently comprises four staff members who are responsible for registering official correspondence, overseeing the systematic transfer and destruction of records, handling reference requests, and developing record-keeping tools and resources. RMU also provides advisory services on record-keeping to all OSCE executive structures and actively promotes best practices in records management.

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    

Under the direct supervision of the Chief, Records Management, the Temporary Senior Records Management Assistant will perform a variety of duties including project-related work as well as administrative tasks. The Temporary Senior Records Management Assistant’s tasks include:

  • Identifying and documenting requirements for records-related projects;
  • Communicating requirements to ICT team;
  • Developing and documenting procedures, user guides, and other reference material;
  • Defining criteria for user acceptance testing, providing feedback and identifying issues;
  • Developing and delivering training to users;
  • Appraising backlog files and integrating them into the Secretariat’s records holdings;
  • Conducting records-related exit procedures for staff members leaving the organization;
  • Assisting with notes verbales administration;
  • Researching a range of information management topics and providing recommendations;
  • Performing other related duties as assigned.

Necessary Qualifications

  • Completed secondary education;
  • A minimum of six years of experience in information management, specifically records management, archival science or library science;
  • Strong knowledge in records management standards and best practices;
  • Experience working on implementation projects relating to records management systems would be an asset;
  • Professional fluency in English; knowledge of other OSCE languages would be an asset;
  • Computer literate with practical experience using Microsoft applications;
  • Experience of working in a multilateral/multicultural environment;
  • Analytical; detail-oriented; client-oriented;
  • Ability to work under time pressure and with tight deadlines;
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
  • Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

Remuneration Package

Monthly remuneration is EUR 4,245 (12 times a year). OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme.

Appointment will be made at step 1 of the applicable OSCE salary scale.

How To Apply: If you wish to apply for this position, please use the OSCE’s online application link found underhttp://www.osce.org/employment.

The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration.

Only shortlisted applicants will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please seehttp://www.osce.org/states.

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 note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that the OSCE does not request payment at any stage of the application and review process.

Internship IAEA

Internship – Archives and Records Management Section. International Atomic Energy Agency, Vienna. Open until 9 June 2016

 Internship – Archives and Records Management Section (MTGS)  (TAL-MTGS20160518-001)

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2016-05-26, 9:20:27 AM

Closing Date: 2016-06-09, 11:59:00 PM  

Duration

The internship will be for a duration of six months.

Internships

The IAEA accepts a limited number of interns each year. The internships are awarded to persons studying towards a university degree or who have recently received a degree (see the Internship web pages for further details).
The purpose of the programme is:
  • to provide interns with the opportunity to gain practical work experience in line with their studies or interests, and expose them to the work of the IAEA and the United Nations as a whole;
  • to benefit the IAEA’s programmes through the assistance of qualified students specialized in various professional fields.
The duration of an internship is normally not less than three months and not more than one 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 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

The internship is designed to provide experience in Archives and Records Management Section.

Functions / Key Results Expected

• Archival processing constituting appraisal of semi-current records
• Assisting in developing promotional activities such as guided tours, exhibitions, and development of an online portal
• Creation of finding aids and drafting series level descriptions based on the ISAD (G)
• Developing strategies in long-term preservation of digital records
• Revision of the institution-wide functional file plan
• Revision of the institution-wide retention schedule

Knowledge, Skills and Abilities

Required Skills and Expertise
  •  MS Office (Word, Excel, Outlook, PowerPoint)
 Qualifications and Experience
  • Undergraduate degree or graduate level studies in the relevant fields in archives and records management

Applicant Eligibility

  • Candidates must be a minimum of 20 years of age and have completed at least three years of full-time studies at a university or equivalent institution towards the completion of a first degree.
  • Candidates must not previously have participated in the IAEA’s internship programme.
  • Candidates may apply up to one year after the completion of a bachelor’s, master’s or doctorate degree.
  • Fluency in written and spoken English; fluency in any other IAEA official languages (Arabic, Chinese, French, Russian, Spanish) an asset.
  • Candidates must attach two signed letters of recommendation to their application.