Records Assistant(G3)- IAEA Headquarters Vienna

Organization

: MTGS-Records Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2016-09-28, 4:23:19 PM

Closing Date

: 2016-10-29, 12:59:00 AM

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 Assistant indexes official correspondence that have been assigned ARMS file codes, and distributes official correspondence that is in hard copy and electronic formats, including fax messages (that may be received in either format).

Functions / Key Results Expected

• Distribute incoming, outgoing and internal official correspondence in hardcopy and electronic formats and distribute classification stamps.
• Digitise Agency’s official records in accordance with established procedures set forth in the IAEA's Administrative Manual and Record Keeping Policy. Digitisation tasks include: sorting and distributing all incoming paper correspondence to Records Assistants; preparing and scanning correspondence; performing quality control measures on digitised correspondence; and out-charging records that have been digitised.
• Digitise classified records following the procedures of handling such as set forth in the Agency’s Information Security Policy and Procedures including: copying records for distribution; delivering original incoming correspondence against signature to responsible officers; retrieving outgoing correspondence for dispatch; and performing quality control measures on outgoing correspondence.
• Act as backup in order to receive and distribute incoming and outgoing fax messages in the most efficient and cost effective way, as well as ensure appropriate distribution and follow up.

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.
Client orientation	Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

Required Expertise

Function	Name	Expertise Description
Administrative Support	Administrative Support|Discretion and Respect for Confidentiality	Ability to respect confidentiality when dealing with sensitive matters.
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.
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.
Administrative Support	Administrative Support|Records and Documents Administration	Knowledge of records management policies and practices in international organizations desirable.
General Services	General Services|Records Maintenance and Electronic Filing	Knowledge of records management policies and practices in international organizations an asset.

Qualifications, Experience and Language skills

• Completed secondary education.
• A minimum of two years of clerical experience, one year of which should be related to records management activities, records registration and/or document indexing.
• Experience with digitisation and/or Electronic Document and Records Management software (OpenText Livelink) is desirable.
• Exposure in an international setting is desirable.
• 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 32315 (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.

Direct Link : https://iaea.taleo.net/careersection/ex/jobdetail.ftl?job=2016/0597%20(001494)