Staff Assistant (Archives/Records) / Archives/Records Assistant (

Job Number:

1500443)



Description

This is a one year contractual position.
Job Summary
Under the general supervision of an Archives/Records Officer, Senior Archives/Records Officer, or Section Chief provides services and performs daily operations using a variety of resources and systems. Work is technical in nature using established archives and/or records management precedents and procedures as guidelines. The Archives/Records Assistant serves as a central point of contact for requests in a particular area of responsibility and is accountable for meeting end users needs. These positions allow some discretion in carrying out assigned duties and interacting with internal and external clients to effectively accomplish the work.
Main Duties and Responsibilities
Establishes a liaison relationship with service users in business units (including directors), maintaining regular contacts regarding records management issues and solutions. Ensures the timely provision of services to Fund staff and external clients, and tracks and reports on the status of services and requests for services including reports and statistics on user transactions and services. Provides ongoing support and complex troubleshooting for users of specialized services and automated systems.
Responsible for specific archives and records management activities, such as the physical maintenance of Fund archives and records in the repository and off-site storage centers; manages a Vital Records database and oversees collection and distribution of Vital Records to offsite storage; manages automated systems on a daily basis, including security and access rights, and provides training to Fund users; manages the transfer of semi-active records; oversees daily operations in relation to the storage of, and access to, semi-active records; and ensures the accuracy and completeness of information about transfers.
Supports Senior Archives/Records Officers and Archives/Records Officers in improving records management in departments and divisions by advising departmental staff and records users and by implementing agreed systems and procedures. Assists officers in accessioning, transferring, describing and providing access to archival records, including the declassification of sensitive information in the archives. Implements routine procedures for the capture and long-term preservation of records in all formats.
Assists in gathering requirements and defining specifications for new system functionality, and in system modification and testing. Assists in the selection of new equipment. Supports the implementation of file plans and retention schedules.

 

Qualifications

The completion of a high school education, supplemented by a minimum of four years of relevant experience, is required. Alternatively, completion of a university degree in a related field of study, or equivalent, is required.
  • Excellent English communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with clients at all levels
  • Experience with archives management and databases is preferred
  • Familiarity with international standards for Archives Management is highly desirable
You must physically reside in the local Washington metro area to be eligible for this position.

The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.

Position Details



Traineeship (Graduate level)

Reference



2015-118-TRA EXT


Function


The Information Management Services Division of the European Central Bank (ECB) is seeking

applicants for a traineeship in the Library team.

The Information Management Services Division is responsible for:

developing, maintaining and guiding the implementation of information management policies

and procedures, and providing records management services, including those in the area of

data protection;

managing the ECB's

physical and electronic archives and ensuring the disclosure of archived


information when required, as well as the disposal of information, in accordance with the ECB's

 
information retention policy;

managing the ECB's


library and providing staff with print and electronic publications and


information services;

supporting the further development of enterprise content management and coordinating the

selection of systems and tools for use in archives and library functions and for collaboration,

document and records management;

providing related functional training, maintenance services and support to the ECB, the

Eurosystem, the European System of Central Banks (ESCB), the European Systemic Risk

Board and the Single Supervisory Mechanism.

The Library Team is responsible for managing the ECB's

 
archives (digital and paper) and conducting


the following activities:

delivering high-quality information services to all Library users in an efficient and user-friendly

way in order to meet user-specific needs and enhance current awareness of new resources

available;

purchasing external published information resources in print and electronic format;

ensuring easy access to the Library collection and e-resources, including sharing Library

resources effectively;

maintaining a centralised budget for purchasing published information resources.

The successful applicants will be expected to contribute to the following main tasks:

developing and maintaining legal print and electronic resources;

providing legal reference services and general reference duties at the Library Reference Desk

using print and electronic resources;

raising awareness of available resources;

contributing to knowledge management projects, developing legal taxonomies and maintaining

the ESCB Legal Information System (ELIS);

organising and delivering induction sessions for newcomers.


Qualifications and experience


Applicants must have the following knowledge and competencies:

a bachelor's

degree or higher in law or library sciences;


experience of delivering legal information services;

advanced knowledge of legal databases for research purposes, including Lexis.com, Lexis

Library, Westlaw UK and EUR-Lex (although training can be provided);

a working knowledge of an integrated library management system would be an asset.

an advanced command of English;

a good knowledge of at least one other official language of the EU;

a working knowledge of MS Office, such as Word, Excel and PowerPoint;

ideally, knowledge of document management systems such as OpenText Livelink.


Competencies


The successful candidate will have the following behavioural competencies:

analyses large amounts of information quickly and accurately;

has excellent customer service skills;

works cooperatively with others to achieve common goals by adopting an open attitude, sharing

ideas and cooperating with team members;

is comfortable working without close supervision, but knows when to involve others;

prioritises tasks and pays attention to detail, even when under time pressure.


Closing Date for Applications:



21.05.2015


Further Information


Traineeship of four months, with the possibility of an extension to up to 12 months in total in the same

business area.


How to apply


Applications are to be made in English and submitted using our online application form. An

"Applicants' Guide" can be downloaded from our recruitment pages.

The recruitment process may include a pre-screening exercise and a telephone interview.

Before applying, applicants should check that they meet the conditions set out in Article 3 of the rules

governing the traineeship programme:

http:// www.ecb.europa.eu/ecb/jobs/pdf/traineeship_programme.pdf.

Further information on the ECB's traineeships can be found at

https://www.ecb.europa.eu/ecb/jobs/apply/html/index.en.html.

Applicants are accepted from nationals of the Member States of the European Union.

The requirements laid down in the vacancy notice must be met by the closing date for applications.

This vacancy notice may be used to fill the same position again, or similar positions, within 12 months

of the selection decision.

The selection committee may place suitable candidates on a reserve list, from which candidates may

be appointed to similar positions in the same or another business area. It may also be decided to fill

the position(s) advertised in this vacancy notice with a suitable candidate or candidates from the

reserve list resulting from a recruitment procedure for a similar position. Candidates will be informed

accordingly if this happens.
INFORMATION MANAGEMENT ASSISTANT, G6
INFORMATION MANAGEMENT ASSISTANT
United Nations Environment Programme
NAIROBI
27 April 2015-27 May 2015
15-IMA-UNEP-41630-R-NAIROBI (X)
United Nations Core Values: Integrity, Professionalism, Respect for Diversity
 
 
Special Notice
This position is open for recruitment for an initial period of one year and may be subject to extension. Appointment against this post is on a local basis. External candidates will be considered only when no suitable internal candidate from the duty station is identified. The candidate is responsible for any travel expenses incurred to take-up the appointment. Staff Members are subject to the authority of the Secretary-General and to assignment by him or her. All staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures. All applicants are strongly encouraged to apply on-line as soon as possible after the job opening has been posted and well before the deadline stated in the job opening. On-line applications will be acknowledged where an email address has been provided. If you do not receive an e-mail acknowledgement within 24 hours of submission, your application may not have been received. In such cases, please resubmit the application, if necessary. If the problem persists, please seek technical assistance through the Inspira "Need Help?" link.
Org. Setting and Reporting
The United Nations Environment Programme (UNEP) is the leading global environmental authority that sets the global environmental agenda, promotes the coherent implementation of the environmental dimension of sustainable development within the United Nations system and serves as an authoritative advocate for the global environment. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. The Ozone Secretariat is the Secretariat for the Vienna Convention for the Protection of the Ozone Layer and for the Montreal Protocol on Substances that Deplete the Ozone Layer. This post is located in the Ozone Secretariat of the United Nations Environment Programme/Executive Office (UNEP/EO) at the Nairobi duty station. Under the overall supervision of the Deputy Executive Secretary, the incumbent will perform the following functions:
Responsibilities
1. Documents Management and Front Office Support
� Liaises with the Division of Conference Service (DCS) and Secretariat staff in processing of documents and publications and acts as the DCS Documents� Services Request authorizing officer on behalf of the Executive Secretary.
� Maintains the Ozone Secretariat�s contact database.
� Prepares and supervises the dispatch of mass electronic mailings to Parties to the Montreal Protocol.
� Uploads meeting documents to their specific meeting portals and performs appropriate tests.
� Ensures that documents are available electronically and are accessible to Secretariat staff and meeting participants in legible formats in a non-restricted repository.
� Acts as back-up to Administrative Assistants assigned to senior management.
2. Information Technology
� Assists in the maintenance and updating of the Ozone Depleting Substances (ODS) database system.
� Assists in the set-up, configuration, operation, administration, technical support and monitoring of the Secretariat's servers and computers.
� Undertakes basic LAN administration and support duties.
� Provides standard and applications-specific support and applications/LAN troubleshooting.
� Performs troubleshooting of the office automation systems within the Ozone Secretariat, fixing problems or escalating them to UNON ICTS.
� Assists with updates to and maintenance of Secretariat web pages.
� Acts as the computer systems backup in the absence of the Information Systems Assistant.
3. Meetings Services
� Assists in the set-up of the conference portal for Montreal Protocol meetings.
� Configures and prepares laptops before the meetings.
� Provides IT assistance and support to delegates at paperless meetings.
� Assists the Executive Secretary with the document control process of in-session documents by liaising with DCS.
4. Archives and Records Management
� Facilitates the periodic transfer of scheduled records to the UNON Archives. Maintains the Secretariat�s storage archives.
� Maintains and administers the Secretariat�s document repository, including review of the file tree structure and hierarchy.
� Arranges records and prepares series descriptions according to archival standards and database protocols.
Competencies
� Professionalism: Demonstrate professional competency in database management, document management, meeting services, administrative support and website maintenance. Ability to respond to changing requirements and assignments and to apply good judgment in context of assignments given; Shows pride in work and in achievements; Is conscientious and efficient in meeting commitments, observing deadlines and achieving results; Is motivated by professional rather than personal concerns; Shows persistence when faced with difficult problems or challenges; Remains calm in stressful situations.
� Communication: Speaks and writes clearly and effectively; Listens to others, correctly interprets messages from others and responds appropriately; Asks questions to clarify, and exhibits interest in having two-way communication; Tailors language, tone, style and format to match audience; Demonstrates openness in sharing information and keeping people informed.
� Client Orientation: Considers all those to whom services are provided to be �clients� and seeks to see things from clients� point of view; Establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients� needs and matches them to appropriate solutions; Monitors ongoing developments inside and outside the clients� environment to keep informed and anticipate problems; Keeps clients informed of progress or setbacks in projects; Meets timeline for delivery of products or services to client.
� Technological Awareness: Keeps abreast of available technology; Understands applicability and limitation of technology to the work of the office; Actively seeks to apply technology to appropriate tasks; Shows willingness to learn new technology.
Education
Completion of secondary school education required. Additional technical training in the field of computer systems operations and technical issues, web design and maintenance is desirable.
Work Experience
A minimum of 7 years of responsible experience in computer systems operations, computer troubleshooting and fixing hardware and software problems is required. Experience in Microsoft Office and other types of database, reports generating applications is required.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in written and oral English is required. Working knowledge of other UN official languages is an asset.
Assessment Method
Evaluation of qualified candidates for this position will include a substantive assessment which will be followed by a competency-based interview.
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.

Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on �Manuals� on the upper right side of the browser on Inspira.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS� BANK ACCOUNTS.


INTERNSHIP


Internship to assist in content management for the UNCCD Scientific Knowledge Brokering Platform

Type of position
: Internship

Number of positions offered
: 1

Duty station
: UNCCD offices in Bonn, Germany

Languages:
English required. Other UN languages are an asset.

Duration: 4 months

Starting date:
June 1st 2015

Application deadline:
May 20th 2015

TERMS OR REFERENCE

1. Background and justification:

 
The UNCCD Scientific Knowledge Brokering Portal (SKBP) has been developed as a pilot in 2014 to act as a "bridge to bridges". It is designed to improve access to scientific and technical information on desertification/land degradation and drought (DLDD). The SKBP will address many knowledge gaps on global sustainable land management practices, by providing awareness, guidance and access to relevant knowledge sources. The SKBP pilot consists of two modules: An interactive map of knowledgebases, and a search portal for content offered by partner organizations.

Development of the SKBP is led by the secretariat�s Knowledge Management, Science and Technology unit (KMST), in cooperation with partner institutions. The KMST unit offers an internship within the team responsible for content management and development of the SKBP.


2. Description of duties for the Intern:

 
The intern will perform the following tasks under the direct supervision of the Programme Officer:

? Assist in the collecting, structuring and uploading of information to the SKBP portal;

? Assist in developing, maintaining and applying taxonomies and classification systems to existing knowledge bases;

? Perform desk research and online research;

? Any other duties as decided by the supervising officer that relate to the internship.


3. Internship Objective and Learning Elements:

 
Internship objective and teaching/learning elements include inter alia:



Experience and knowledge of the work of the United Nations Convention to Combat Desertification;

? Enriching experience in working on knowledge management and knowledge sharing platforms;

? Understanding the importance of information technology and architecture to determine the structure, design and flows of information.

4. Expected Qualifications/Skills


Must be in pursuit of a Master�s degree in either archival, information systems, information management or related fields;

? Basic knowledge and understanding of sustainable land management practices, and issues relating to desertification, land degradation and drought;

? Basic knowledge of information management and record keeping, including the use of taxonomies and classification systems;

? Understanding of modern library and knowledge management practices;

? Ability to work collaboratively with knowledge providers and with service providers in information technology;

? Ability to work in an organized and structured way;

? Fluency in written and spoken English.

5. Submission of applications


Internship application forms can be found at:

http://www.unccd.int/en/about-the-convention/The-Secretariat/Internships-and-fellowships

Your completed application form and Curriculum Vitae should be submitted by e-mail to staffing@unccd.int, specifying in the subject line: Internship SKBP.

The deadline for applications is 20 May 2015. Only applications submitted by the deadline and meeting the requirements will be considered. No telephone calls will be returned. Please address your application as indicated above and please do not address or copy your application to an individual at the Secretariat.

Interns are not financially remunerated by the UNCCD. Costs and arrangements for travel, visas, accommodation and living expenses are the responsibility of the intern or his/her sponsoring institution.


INFORMATION FOR CANDIDATES

Director of the International Tracing Service (ITS)


The International Tracing Service (ITS) was established by the Allies at Bad Arolsen in Germany following the end of the Second World War for the purpose of tracing missing persons who had suffered persecution by the Nazis. The ITS was also given the task of collecting, classifying, preserving and rendering accessible to governments and interested individuals, including survivors and/or the families of Nazi victims, the documents relating to persons persecuted by the National Socialists in concentration camps and other sites of internment and persecution or as forced labourers to non-Germans who were displaced as a result of the war. The ITS today holds over 30 million documents pertaining to 17.5 million persons.

The ITS comes under the authority of the International Commission for the International Tracing Service (IC-ITS) which is comprised of eleven states: Belgium, France, Germany, Greece, Israel, Italy, Luxembourg, Netherlands, Poland, United Kingdom and United States of America. Between 1955 and 2012 the International Commission managed the ITS through the good offices of the International Committee of the Red Cross (ICRC) in Geneva, which then also provided the Director. The government of the Federal Republic of Germany has funded the work of the ITS since 1955.

In 2007 the International Commission decided to open up the archives for public research. While continuing the preservation and tracing work of the ITS, the intention was to facilitate an expansion of its activities to include the development of the ITS into a center for documentation, information and research, which will ensure that the fates of those who fell victim to National Socialism and of the survivors continue to be studied for the enlightenment of future generations.

The new mission of the ITS is expressed in the following terms:

To preserve, conserve and open up the ITS archives to public access; to modernise and make more effective its services to Nazi victims and Holocaust survivors and those who seek to trace the fate of family members persecuted by the Nazis and their allies; and to integrate the ITS into the European and international network of research and educational institutions focused on Nazi persecution, the Holocaust, forced labour and displaced persons.

The Director is recruited and appointed directly by the International Commission. The Director, who also serves as the Secretary of the International Commission, is responsible for directing and administering the ITS and for implementing the policy decisions taken by the International Commission. The Director will be accountable to the International Commission in accordance with the terms of the new ITS Berlin Agreement, which replaced the 1955 Bonn Accords and came into effect on 1 January 2013. The Director is responsible for leading and administering an organization of some 270 people, mostly local German citizens. The tracing and other humanitarian work of the ITS remains one of the central tasks of the operation and will continue to generate decisions that require political, legal, archival and human sensitivity. The growing research and educational activities of the ITS have however taken on increased prominence and require a responsiveness to international, academic and archival concerns. The ITS, now a participant in the EHRI (European Holocaust Research Infrastructure) II program and one of seven permanent international partners of IHRA (International Holocaust Remembrance Alliance), must continue to develop close relations with other bodies working in the field, whether they be archives, research institutions or places of commemoration.

The Director will work closely with member states, especially the host country with special responsibilities for financial management, and with those states which have themselves taken digital copies of the Bad Arolsen archives. The Director will also work together with the Institutional Partner, currently the Federal Archives of the Federal Republic of Germany, with which the International Commission has entered into a Partnership Agreement. The Institutional Partner advises on the implementation of policy in fields such as human resource management; conservation and preservation; cataloguing and indexing; and budgeting and auditing.


Personal Characteristics


The International Commission is looking for a new Director with proven administrative skills and a capacity to inspire and lead the ITS to achieve the humanitarian, curatorial, educational and research goals established by the International Commission. Candidates may be of any nationality, but an ability to speak and write English and German fluently is essential given the composition of the staff, the nature of the archives and the complexion of the International Commission; and a facility with other languages, in particular a working knowledge of French, will be a distinct advantage.

The successful candidate should be able to demonstrate an understanding of the National Socialist era from 1933 to 1945, the Holocaust, the history of National Socialist persecution as well as the historical experiences of the Second World War and its aftermath. He or she must understand the sufferings of the various victims and survivors of the National Socialist regime and sensitivities towards the expectations of those using the tracing service to learn of the experiences and fate of their family members.

While good leadership and administrative skills are paramount, the new Director will be required to show an understanding of the political, research, educational and humanitarian significance of the archives and a readiness to facilitate improved public access to the archives with respect for privacy considerations laid down by the International Commission. S/he will advance educational initiatives and research based on ITS archives and documents.


Professional Experience

Academic Background:
Candidates should have an advanced university degree (Master or equivalent or greater academic qualification).

Management
: Candidates should have a demonstrated track record of successful and skilful leadership in a similarly complex institution, based on evidence of increasingly responsible, substantive experience as a manager of people, processes, and budgets.

Leadership
: Leadership style needs to be collaborative and collegial, with a significant dose of political and international savvy. Candidates should be able to show an ability to work together productively with the institutional partner designated by the International Commission, the national repositories of digital copies of the ITS archives in member states of the IC-ITS, the multiple current and potential constituencies of the ITS, and the various institutions with which ITS may undertake special projects and initiatives. Candidates must show the readiness and ability to identify issues of gender equality and to act in awareness of gender equality.

Vision
: Candidates must present evidence in the ability to think and plan strategically. Administrative experience should reflect talent for articulating vision, achieving the definition of short- and long-term goals in a consensus-driven situation, and, through delegation and in cooperation with senior staff, confidently overseeing the timely implementation of goals.

Decision-making
: Candidates must present evidence of an ability to make decisions that are thoughtful, well-founded and convincing, and which balance and reflect the multiple interests of the many parties and interest groups involved.

Financial management skills
: Candidates must have an aptitude for budget development and resource management, and experience in aligning resources with strategic institutional goals.

Presence and Relationship-building:
Candidates must have the personal and professional presence to establish effective relationships with the senior leadership of the Institutional Partner and officials of the German Government; with representatives of the member states; and with international institutions and individuals that take an interest in the work of the ITS.

Communications
: Candidates must show good listening and speaking skills with which to promote and communicate the work of the ITS.

Terms of Appointment


The ITS will offer a contract and remuneration appropriate to the international significance of the appointment. Remuneration will include a monthly pre-tax salary of at least � 7000 plus allowances as applicable. Further details will be available for short-listed candidates.

The appointment, which will start on 1 January 2016, will be for a period of five years, renewable for up to another five years subject to a probationary period of six months, satisfactory performance and the approval of the International Commission.

As stated in the new ITS Agreement, "the Director of the International Tracing Service shall enjoy mutatis mutandis the same privileges and immunities as career consular officers according to Articles 40 to 47 and 52 of the 1963 Vienna Convention on Consular Relations in the Federal Republic of Germany, unless he is a national of or permanently resident in the

Federal Republic of Germany. In the latter case, he shall enjoy immunity from jurisdiction and personal inviolability only in respect to official acts performed in the exercise of his functions."


Equal Opportunities


We promote equal professional opportunities for men and women. That is why we invite in particular women to apply for the position. If suitability, capability and professional performance are equivalent, women will be given consideration pursuant to the German law on equality; persons with serious disabilities will be considered pursuant to Statute Book IX of the German social law.


Application Process


Applicants are invited to complete the attached Candidate Application Form, to be submitted electronically at http://nomination.its-arolsen.org in English, together with a CV/resume and a cover letter explaining their interest in and qualification for the appointment as Director of the ITS at Bad Arolsen by 14 May 2015. Short-listing of candidates will occur in June with final selection interviews held in July. An appointment is expected to be announced by the end of July.

The email address for inquiries is: directorate@its-arolsen.org
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.