Back Records Assistant(G4)

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 receives and indexes official correspondence and assigns ARMS file codes, and distributes official correspondence that is in hard copy and electronic formats, including fax messages.

Functions / Key Results Expected

• Codify incoming, outgoing and internal official correspondence by assessing and assigning appropriate ARMS file codes; assign security classification codes, index and distribute incoming, outgoing and internal official correspondence in hardcopy and electronic formats.
• Monitor and distribute incoming and outgoing fax messages (both hardcopy and electronic) to respective areas/offices; be available to assist on-call during emergency periods.
• Support records audits in IAEA offices and sections by preparing records assessment documentation and provide initial analysis of records filing results from the audits according to established standards.
• Provide guidance and clarify information on ARMS policy and procedures within Records Unit and amongst IAEA staff.

Competencies and Expertise

Core Competencies(Competency Framework) Name Definition   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.   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.

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.

Required Expertise Function Name Expertise Description       Administrative Support Discretion and Respect for Confidentiality Ability to respect confidentiality when dealing with sensitive matters.       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       General Services Records Maintenance and Electronic Filing Knowledge of records management policies and practices in international organizations an asset.

Qualifications, Experience and Language skills

Completed secondary education.

A minimum of four years of work experience, two years of which in records management.

Experience with digitization, databases and/or Electronic Document and Records Management software (OpenText Livelink) is desirable.

Exposure in an international setting is desirable. 

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 48527 (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.