Records Assistant (G3) - (393118-2015-2)
Primary Location
: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting
: 2015-04-22
Closing Date
: 2015-05-22
Duration in Months: 24
Contract Type: Temporary Assistance - 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
Under the supervision of the Head, Records Unit, the Records Assistant contributes to various key processes within the Records Unit including: digitising unclassified and classified official records (preparation of documents, scanning and performing quality control), registering (indexing) and distributing official correspondence, conducting file transfers, inventorying records and performing other records management tasks.
Working Relationships
The Records Assistant reports to the Head of the Records Unit and communicates extensively with Unit staff regarding codified official correspondence (incoming and outgoing) either in paper or electronic format. In addition he/she communicates with Record Office Coordinators regarding record audits as well as file transfer and disposal.
Functions / Key Results Expected
- Digitise 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
- Outcharging records that have been digitised.
- Adhere to the procedures of handling confidential information as set forth in the Information Security Policy and Safeguards Security Manual, when digitising classified records. This entails:
- 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.
- Input codified correspondence in the Electronic Records Management System (ERMS) and perform quality assurance checks of the registered correspondence.
- Assist in the handling of incoming and outgoing fax messages in the most efficient and cost effective way, as well as their appropriate distribution.
- Assist in ensuring the electronic messaging systems are functioning well and report to MTIT whenever there are problems.
- Provide information and reference services to the Secretariat and assist IAEA staff in good records management and proper information retrieval practices.
- Assist in conducting audits of Records Offices and assist Records Office Coordinators in organizing and transferring files in accordance with Archives and Records Management Handbook.
- Assist in monitoring forms management program and maintain the Forms Inventory Database.
- Assist the Head of Records Unit in conducting records management awareness training sessions in the IAEA.
- Assist in liaising with Records Office Coordinators throughout the IAEA on record keeping matters including records transfer and/or disposal.
Knowledge, Skills and Abilities
- Knowledge of records management policies and practices in international organizations an asset.
- Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
- Sense of confidentiality: Ability to respect confidentiality when dealing with sensitive matters.
- Organizing skills: Ability to prioritise work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking.
- Interpersonal skills: Ability to communicate effectively and in a tactful manner with staff at various levels and to work in a multicultural environment with sensitivity and respect for diversity. Ability to maintain a range of contacts and deal appropriately with counterparts.
- Computer skills: Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
- Experience with digitisation, databases and/or Electronic Document and Records Management software (Livelink) is desirable.
Required Core and Functional Competencies
- Communication
- Programme and Individual Performance
- Teamwork/Relationships
- Client Orientation
- Document, Correspondence and Report Management
- Planning, Organizing and Multi-tasking
Skills and Expertise
- Records and Documents Administration
Language
- Excellent knowledge of both spoken and written English essential. Knowledge of any other official IAEA language (i.e. Arabic, Chinese, French, Spanish or Russian) is an asset.
Functional Assets
- Process Improvement and Efficiency
- Knowledge Management and Development
Qualifications and Experience
- 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.
- Exposure in an international setting is desirable.
- English language test (level 2) and typing test (level 2) at IAEA standard.
Type of Appointment
Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to probationary period of one year.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 31899 (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.
Information Resources and Services Assistant (Records and Archives) (Re-advertisement)
| Reference Number | ADB-HR-15-0262 |
|---|---|
| Department | Office of Administrative Services |
| Division | Information Resources and Services Unit |
| Location | ADB HQ |
| Date Posted | Wednesday, 15 April 2015 |
| Closing Date | Wednesday, 29 April 2015 5:00 p.m. (1700 Manila Time, 0800 GMT) |
To assist the Information Resources and Services Unit in the management of ADB�s records and archives in electronic and paper formats in accordance with ADB guidelines and policies.
Expected Outcomes
Archives Organization, Maintenance and Conservation
Assists in maintaining the archives storage repository to ensure that it is secure, clean, orderly, and temperature and humidity controlled.
Helps in organizing the archives and maintains the records through the identification, acquisition, appraisal, arrangement and description, conversion, and provision of access to archival records.
Electronic Records and Documents Organization
Assists in the content management and implementation of an electronic records management system (ERMS) and its components, including the preparation of file plan that covers identifying record materials, file structure and classification, restriction, retention and disposition schedule.
Provides inputs in developing taxonomy to ensure consistency and adherence to approved classification and naming conventions.
Serves as liaison between the systems developers in OIST and the users of the ERMS in developing and designing the system to facilitate upload, search and retrieval of electronic records.
Executes the tests scenarios for ERMS that are created by OIST, evaluates the results of these tests and reports the findings to facilitate needed improvements in the system.
Records and Documents Retrieval
Assists in the search and retrieval of records and documents as requested by the Management and staff taking into account restriction policies. Updates and maintains records database/s to facilitate search and retrieval of documents.
Records Management Audit
Supports the records management audits of departments/offices and, if necessary, RMs/ROs to ensure compliance with the ADB records management standards.
Conducts periodic checks on uploaded files to verify status, classification and retention schedule and coordinates with concerned staff/departments on their adherence to the approved Records Retention and Disposition Schedule and File Plan. Creates and updates folders in the ERMS to harmonize structure and format.
Others
Performs other duties as may be assigned or reflected in the incumbent�s work plan.
Education Requirements
- Bachelor's degree in library science, computer science, information technology, information management discipline or related field.
Relevant Experience
Work experience
- At least 5 years experience in information management
Technical knowledge
- Sound working knowledge and understanding of ADB�s records management system, policies and procedures
- Sound working knowledge of digital imaging and electronic documents conversion processes
- Sound working knowledge of ADB�s ISO 14001/EHSMS 18001 best practices particularly on records management
- Proficient in ADB standard software programs and information technologies
People and leadership skills
- Able to liaise and work effectively with staff within own work location
- Able to work collaboratively with teams as a constructive team member
- Good command of written and spoken English
Core Competencies
Application of Technical Knowledge and Skills
- Deals with routine queries and correspondence in accordance with procedures
- Proactively seeks relevant development opportunities and submits for approval
- Produces summaries and frameworks by collecting and analyzing diverse information
Client Orientation
- Adjusts style and approach to respect and serve different clients
- Conveys messages by asking questions and using different approaches
- Identifies when a client issue requires escalation
- Responds to clients without prompts or reminders from senior colleagues
- Proposes solutions to minimize delays and setbacks in completing work
- Reviews all task objectives and achieves core deliverables
- Uses time management and organizational skills to promptly complete work to the required standard
- Delivers beyond the stated task objectives
Working Together
- Consistently works effectively with individuals of different views, culture, nationality, gender, and age
- Consistently seeks assistance when requirements are unclear
- Provides timely updates on relevant information
- Freely shares and seeks useful knowledge and to complete work
- Uses effective written and oral communication in preparing documents, presentations and interactions
- Asks questions to understand how to follow up on feedback
- Locates relevant information to expedite workflow
- Adopts new policies, systems and processes in a timely fashion
- Shares ideas for how work can be completed more effectively
Immediate Reporting
- Supervisor: Designated International Staff and senior National Staff
Applications for current vacancies are received through the ADB Recruitment Center (ARC), a system that automates ADB's recruitment process. ARC facilitates the submission of applications, and enables applicants to check status of their applications on ADB's website. You will need to create an account before making any submissions.
| Vacancy Notice No: HQ/15/GMG/FT145 Title: Assistant Grade: G4 Contract type: Fixed-Term Appointment Duration of contract: Two years - Renewable, subject to satisfactory performance and continuing need for the post | Date: 19 March 2015 Application Deadline: 9 April 2015 Duty Station: Geneva, Switzerland Organization unit: HQ/GMG General Management (HQ/GMG) / HQ/OSS Operational Support and Services (HQ/OSS) HQ/RAS Records and Archives (HQ/RAS) | |||||||||||||||||||||||||
| OBJECTIVES OF THE PROGRAMME : The objective of Logistics Support Services (LSS) within the Department of Operational Support and Services (OSS) is to ensure access to timely and effective logistics support, in order to facilitate implementation of technical programs at all organizational levels The sub-units of LSS are RAS (Records and Archives), CEC (Conference and Events Coordination), SOS (Staff Orientation Services), GCT (Global Conference and Training Centre), and TRV (Travel). Incumbent is in daily contact with supervisor and others (within and without the Records and Archives unit) about folder structure, naming convention, and identification of correct donors. | ||||||||||||||||||||||||||
| Description of duties: 1. (50%) Treat Resource Mobilization records for HQ and Regional Offices: create donor structure in Livelink Records Management (LLRM) according to agreements and supporting documents sent by staff, scan, name and upload paper documents, upload electronic copies of agreements and supporting documents sent by Regional Offices, rename documents as necessary and add/adjust metadata as necessary, notify users and send links. 2. (20%) Monitor and identify inconsistencies or mistakes in Resource Mobilization folder structure, folder names, document names, and metadata entry (correct mistakes and recommend procedural changes to avoid future mistakes, take part in liaison with Regional Offices, Planning, Resource Coordination (PRP), and Finance in order to maintain coordinated approach to folder structure, naming convention, and metadata entry) 3. (10%) Add Award Numbers provided by Finance to folder titles to LLRM, with a special focus on cases where it is difficult to determine the the relationship between donor agreements and the award numbers established by Finance to which folder the Award Number relates. 4. (10%) Process donor agreement records remaining in older records management systems and enter them in the new system, liaise with Finance, Resource Mobilization and health technical units to retrieve paper originals of older documents where possible. 5. (10%) Continue electronic migration of WHO HQ Resource Mobilization records from old to new electronic records management system (transfer electronic images of documents, transfer related metadata according to modified classification scheme, including adaptations required if metadata fields in the systems do not correspond, make necessary cross-references or adjustments regarding organization of paper originals, considering differences between current and new classification schemes) | ||||||||||||||||||||||||||
| REQUIRED QUALIFICATIONS | ||||||||||||||||||||||||||
| Education: Essential: Completion of secondary education, technical school, or commercial school. Desirable: Training in computer skills, including training in electronic records management software.Training in archives or records management is a strong asset. WHO only considers higher educational qualifications obtained from an accredited institution. | ||||||||||||||||||||||||||
| Skills: An understanding of an international organisation structure similar to WHO structure, and an understanding of the various forms of donor agreements and supporting documents encountered in organizations such as WHO. Good knowledge of Records and Archives policies and procedures and of professional standards, and skills in using electronic records management skills. All of these are updated on the job, with additional formal software training provided as required. WHO competencies: Knowing and managing yourself Producing results Fostering integration and teamwork | ||||||||||||||||||||||||||
| Experience: Essential: 3 years relevant working experience, at least two of them in an archives or records management programme. Desirable: Experience in an international environment is a strong asset. | ||||||||||||||||||||||||||
| Languages: Essential: Expert knowledge of English and intermediate knowledge of French. | ||||||||||||||||||||||||||
| Additional Information: This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of each office. This vacancy is published in English only. Please visit the following websites for detailed information on working with WHO: http://www.who.int (To learn more about WHO's operations ) http://icsc.un.org Click on: Quick Links > Salary Scales > by date | ||||||||||||||||||||||||||
| Annual salary: (Net of tax) CHF 68611 at single rate CHF 68611 with primary dependants | ||||||||||||||||||||||||||
This vacancy notice may be used to fill other similar positions at the same grade level.
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