Correspondence and Digitization Assistant(G5)

vor 2 Wochen

Wien, Wien, Österreich International Atomic Energy Agency Vollzeit
Correspondence and Digitization Assistant(G /

Organization:
MTGS-Digital and Mail Services Unit

Primary Location:
Austria-Vienna-Vienna-IAEA Headquarters

Job Posting:
, 5:09:20 AM

Closing Date:
, 4:59:00 PM

Duration in Months: 36

Contract Type:
Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment:
Yes

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 Correspondence and Digitization Assistant contributes to deliver correspondence
- and digital services in the framework of Records and Information Management of MTGS-ARMS. S/he provides advise to customers as well as internal
- and external stakeholders on pertaining policies, standards, procedures, guidelines, and regulatory requirements in connection with the Unit's mandate to warrant a customer-oriented approach to service delivery.

Functions / Key Results Expected

Performs the digitization of daily incoming and outgoing correspondence in accordance with the established Standard Operating Procedures (SOP) and the applicable elements of the Agency's Records and Information Management Policy, ISMS(s) framework and digitization standards as outlined in the ARM Handbook;
Supports the Supervisor with the planning, execution, and evaluation of digitization service projects by contributing to the drafting of project management documents, designing workflows and procedures, and by developing ex-ante evaluation criteria to ensure outputs are delivered within scope, budget, and schedule;
Monitors progress and scope of ongoing digitization service projects and raises divergences from plan and schedule with the Supervisor;
Participates in the daily sorting, electronic capturing, and distribution of incoming mail items as well as in the quality control, electronic capturing, and dispatch of outgoing mail items;
Actively establishes and maintains effective customer relations and responds to all queries in the scope of the DMSU mandate;
Collaborates with other team members on additional functions of the Unit;
Competencies and Expertise

Core Competencies

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

  • General Services
  • Digital Long-Term Preservation
  • Knowledge of digitization, scanning and document management.
  • Administrative Support
  • Document Management
  • Knowledge of RIM, Personal Data Privacy and information security policies, standards and procedures of the Agency.
  • Administrative Support
  • MS Office (Word, Excel, Outlook, PowerPoint)
  • Working knowledge of O365 (Outlook, Word, Excel, PowerPoint), Content Server 16, Power BI, SharePoint Online.
  • Administrative Support
  • Records and Documents Administration
  • Knowledge of mail., correspondence management procedures and practices in the digital environment is essential.
Qualifications, Experience and Language skills

  • Completed secondary education
  • At least five years of administrative experience, two years of which shou

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