Records Assistant

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

Organization

: MTGS-Records Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2017-10-30, 3:40:23 PM

Closing Date

: 2017-11-27, 11:59:00 PM

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

Organizational Setting

The Department of Management (MT) provides a ‘platform of services’ that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States.

The Department of Management’s Division of General Services (MTGS) provides service functions to the IAEA through its five Sections that ensure facilities management for its headquarters and for the Seibersdorf laboratories campus, travel, transport and general support services, archives and records management, and the operation of the Vienna International Centre Commissary.

The Archives and Records Management Section (ARMS) establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

Main Purpose

Under the supervision of the Unit Head, the Records Assistant assigns ARMS file codes to official correspondence and coordinates the management of official IAEA records through liaison with Records Office Coordinators in the offices and sections of the IAEA.

Functions / Key Results Expected

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

Competencies and Expertise

Core Competencies

Name Definition
Planning and Organizing Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
Communication Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
Achieving Results Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
Teamwork Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

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

 Required Expertise

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

 Asset Expertise

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

Qualifications, Experience and Language skills

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

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 43865 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks‘ annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
————————————————————————————————————————————————————-
Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): IntegrityProfessionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

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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.

————————————————————————————————————————————————————-

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.

Senior Digital Preservation Assistant

Senior Digital Preservation Assistant(G6) – (2016/0593 (127772))

Organization: NEPIK-INIS Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2016-09-30, 3:33:31 PM

Closing Date: 2016-11-03, 11:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term – Regular

Type of Appointment

Fixed Term, 3 years (subject to probationary period of one year)

Organizational Setting

The Division of Energy Planning and Nuclear Information and Knowledge comprises the Planning and Economic Studies Section, Nuclear Knowledge Management Section and the Nuclear Information Section. The Division is responsible for strengthening capacities in energy and nuclear power planning, building capacities to manage nuclear knowledge and provide knowledge management services to interested member states, and to procure and provide printed and electronic information in the area of nuclear science and technology.

The Nuclear Information Section (NIS) consists of the IAEA Library Unit, the INIS Unit and the Systems Development and Support Group. It foster the exchange of scientific and technical information on the peaceful use of nuclear science and technology; increases awareness in Member States of the importance of maintaining efficient and effective systems for managing such information; provides information services and support to Member States and to the IAEA; and assists with capacity building and training.

Main Purpose

Under the supervision of the INIS Coordinator the Senior Digital Preservation Assistant contributes to the long-term preservation of INIS repository content by monitoring and coordinating the digitization and implementing leading document, information and data standards.

Functions / Key Results Expected

  • Facilitate efforts on digital processing of INIS repository contents and coordinate the daily work of Digital Preservation Assistants.
  • Participate in the analysis and implementation of leading standards and methodologies for long-time preservation of the INIS repository content.
  • Provide expert advice for setting up and implementing digital preservation projects.
  • Provide expert advice to INIS Members in the preparation and submission of the full-text of their non-conventional literature (NCL) to INIS; prepare and maintain the NCL guidelines.
  • Monitor end-users feedback, recommend and take appropriate action.
  • Monitor the long-term storage of the legacy microfiche collection.
  • Assist in the preparation of management and statistical reports.
  • Prepare Statement of Work (SOW) for contract services on digitization; carry out technical evaluation of relevant equipment and services act as main contact point with service suppliers, imaging hardware and software companies.
  • Participate in INIS meetings and training activities as the training facilitator on digital preservation.

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

  • Analytical thinking: Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.
  • 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.
  • 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.

Required Expertise

  • Administrative Support: MS Office (Word, Excel, Outlook, PowerPoint):Excellent knowledge of Adobe Acrobat and MS Office 2010 (Word, Outlook, Excel, Access, PowerPoint).
  • General Services: Digital Long-Term Preservation:Excellent knowledge of the digitization process and ability to design digitization workflows
  • Information Technology: Database Development:Excellent knowledge of information databases
  • Information Technology: Library and Information Systems:Excellent knowledge of information management and technology. Demonstrable conceptual, analytical and evaluative skills and abilities.

Qualifications, Experience and Language Skills

  • Completed Secondary Education.
  • Minimum of six years of work experience in digital repositories or libraries, thereof at least two years in international environment.
  • Experience in long-term digital preservation and working with high performance paper and microfiche scanners is an asset.
  • Good command of written and spoken English. Knowledge of other IAEA languages (Arabic, Chinese, French, Spanish or Russian) an asset.
  • English typing test (Level 2) and English language 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.

————————————————————————————————————————————————————-

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): IntegrityProfessionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

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

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.

Remuneration

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.
————————————————————————–

https://iaea.taleo.net/careersection/ex/jobdetail.ftl?job=2016/0447%20(001531)

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.

Section Head (Archives and Records Management), IAEA, Vienna

 Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

Closing Date: 2015-09-22
Duration in Months: 36
Contract Type: Fixed Term – Regular
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
Reporting to the Director of General Services, the Section Head is the Archivist of the IAEA and is responsible for the management of Archives and Records Management services, as well as strategy, monitoring and management of Human Resources and other resources assigned to the section. He/She establishes and leads the maintenance of a framework of policies and services that ensure 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.
Role
The Section Head is accountable for defining the Archives and Records Management strategy and in doing so: (1) leads and manages, guides and supports the team, and plans the resources in the most efficient and effective manner; (2) provides substantive expertise leveraging the knowledge and experience in the field, (3) advises senior management in matters of strategy, policy and complex cases, and (4) is a change agent, actively mobilising staff and resources to implement changes.
Partnerships
The Section Head establishes and manages relationships with staff in the Division, and at all levels throughout the IAEA by providing strategic advice and expertise, assistance and guidance in areas for which the section is responsible. The Section Head ensures consistency and coordination of efforts in the provision of the highest quality archive and records management services for all departments and for the Offices reporting to the Director General through appropriate liaison and consultations within the IAEA. The Section Head interacts with the representatives of diplomatic missions and maintains extensive coordination and cooperation with counterparts at other UN and international organizations.
Functions / Key Results Expected
  • Lead and manage an effective team of professionals and staff, promoting internal and external collaboration, and ensuring through learning opportunities, work assignments and recruitment an effective balance of skills and resources.
  • Formulate and manage the strategic plan for the Section;
  • Oversee the Section’s work plans, Human Resources requirements, budget and quality management objectives;
  • Provide specialist advice on archive and records management matters relating to, inter alia, the documents of the Policy-making Bodies including the IAEA Statute, General Conference documents including decisions, all programme and management related regulations and rules, official publications, and agreements and relationships with Member States and with the host country, the United Nations, cooperating institutions and other international organizations.
  • Review and approve archives and records management policies and systems, and ensure the successful implementation of approved policies.
  • Supervise the operation of the archives and records management systems.
  • Oversee the development of best-practice and standards, as well as innovations in archives and records management and ensure their efficacy and consistent application throughout the organization; promote, and actively pursue cross-cutting collaboration to enable acceptance and integration of related plans and policies, as well as the broader goals and strategies of the Agency.
  • Establish and implement procedures related to the functions to be performed with concrete objectives, milestones and performance indicators, and review effectiveness and the focus on priorities in line with the results based framework.
Qualifications, Experience and Skills
  • Advanced University degree in the field directly related to archives and reconds management.
  • A degree or extended course work in Management and/or Information Sciences is highly desirable.
  • Minimum of seven years of relevant professional experience.
  • Fully conversant with state of the art digital technology.
  • Proven experience in leading the transition to migration to Electronic Records/Documents Management Systems.
  • Demonstrated high ethical standards and competencies and support to IAEA values.
  • Knowledge of management principles and proven ability to competently lead a multicultural staff and foster an environment promoting excellent performance, integrity, ethical behaviour and innovation.
  • Demonstrated ability to effectively and efficiently manage financial, human, information and knowledge resources, including effective teambuilding.
  • Demonstrated independent, mature judgment and initiative.
  • Proven problem-solving skills.
  • Track record of planning and organizational skills, and ability to work under pressure.
  • Ability to communicate in a clear manner.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
Type of Appointment
Fixed-term, 3 years (subject to a probationary period of 1 year)
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $68294 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 27454*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks‘ annual vacation, home leave, pension plan and health insurance
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Applications from qualified women and candidates from developing countries are encouragedApplicants 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. Testing may be part of the recruitment process