Records Assistant(G5) - (2024/0641 (001128))

Organization: MTGS-Records Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-12-03, 8:13:33 AM

Closing Date: 2024-12-24, 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant's location.
Organizational Setting
The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its four Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management and General Support Section (FMGSS) and the Seibersdorf Laboratories Services Section (SLSS). 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: Digital and Mail Services, Records and the Archives Unit.The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

Main Purpose
Under the supervision of the Unit Head, the Records Assistant manages official IAEA correspondence in line with the Records and Information Management (RIM) Policy and contributes to the implementation of the Agency's Records Management Programme.

Functions / Key Results Expected

• Correspondence Management: Assist in managing all aspects of correspondence, including processing and sorting incoming and outgoing communications, regardless of media. This includes assigning standard metadata and classifications, distributing correspondence digitally, maintaining logbooks and ticketing applications, responding to retrieval and reference requests, and disposing of hard copies in accordance with applicable records retention policies. Continuously monitor and update distribution lists, permissions, and group management in SDP and ACMS ensuring the correct information classification for security and implementing the ISMS information security controls.
• Application Maintenance: Contribute to the maintenance and administration of the official IAEA and Safeguards mailboxes. Collaborate with SGIS and MTIT staff to manage correspondence management applications, ensuring performance and continuity using Service Now for ticketing.
• Data Quality Control: Conduct regular quality control checks on data entry in correspondence management systems. Contribute to the implementation of technical and procedural solutions to enhance data quality.
• Knowledge Management: Contribute to and maintain information sources on Agency/Safeguards policies, procedures, and best practices related to correspondence and records management.
• Records Management: Perform records management tasks as part of the Records Advisory Service of ARMS. Cooperate with the Archives Unit staff in the transfer, destruction, and location management of records using the Archives Management System.
• Electronic Records Management: Participate in managing electronic records in the Agency and Safeguards information systems, such as M365, ISE, and other platforms.
• Other Duties: May perform other duties as assigned in the incumbent’s workplan.

Competencies and Expertise
Core Competencies(Competency Framework)
Functional Competencies
Required Expertise

Qualifications, Experience and Language skills

• Completed secondary education.
• A minimum of five years of work experience in administration, two years of which in records management.
• Experience in managing electronic records and data, familiarity with M365 and other emerging EDRMS is an asset.
• Experience in customer service and ticketing applications, in-depth knowledge of quality control within information management context.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, Russian and Spanish) is an asset.
• Physical ability to lift boxes up to 15kg and work in a potentially dusty environment when necessary.

Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 56137 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff


General Information

• The IAEA's paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
• Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person's race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
• The IAEA is committed to gender equality and to promoting a diverse workforce.
• Recruitment will be on a LOCAL BASIS only.
• 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.
• The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

Evaluation process

• The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
• Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

• Appointment is subject to a satisfactory medical report.
• 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.