Back Digital Services Assistant(G3)

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 five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), 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.

Main Purpose

Under the supervision of the Associate Digital Services Officer the Digital Services Assistant performs digitization services and ensures service delivery related to mail and correspondence. The Digital Services Assistant supports other services provided by MTGS/ARMS according to the Agency’s recordkeeping policies and procedures.

Functions / Key Results Expected

- Prepare Agency records/documents/data through physical and intellectual processing for digitization following MTGS/ARMS standards;
- Contribute to scanning, data capturing of Agency official records and documents in accordance with established procedures set forth in the IAEA's Administrative Manual, Information Security Handbook and ARM Handbook.
- Digitise official correspondence following the handling procedures on both classified and unclassified correspondence including: copying mail for distribution; delivering original incoming correspondence against signature, retrieving information; and performing quality control measures on records and images for legibility, skewness, and overall compatibility with professional requirements;
- Maintain databases on logs, inventories, assist with data entries for customers and MTGS/ARMS,
- Assist with mail services and manning the customer service counter;

Competencies and Expertise

Core Competencies(Competency Framework) 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 Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.   Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.   Resilience Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Qualifications, Experience and Language skills

Completed Secondary education

At least three years of administrative experience, some of which should be related to document or records management, digitization and/or correspondence processing.

Ability and willingness to carry out physical work with heavy materials (move dusty folders and/or boxes up to 15 kg from and to storage repositories), to perform parts of the duties assigned in dusty environment and/or windowless repositories without air conditioning and to assist in operating destruction (shredding) of classified paper documents/records.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Administrative skills test to IAEA standard may be part of the process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 41939 (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.