Jobs Info: IAEA

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

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

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

Function	Name	Expertise Description

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.
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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.

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

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

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

Function	Name	Expertise Description

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

Function	Name	Expertise Description

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

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 in Months: 0

Contract Type: Interns

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

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)(P4) - (2015/0303 (001182))

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2015-08-12

Closing Date

: 2015-09-22

Duration in Months: 36

Contract Type: Fixed Term - Regular

Organizational Setting

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 encouraged

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. Testing may be part of the recruitment process

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

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.

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Organization

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: 2016-05-26, 9:20:27 AM

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