Archives Associate

JOB DESCRIPTION

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.

Main Purpose

Under the supervision of the Unit Head, the Digital Archivist contributes to the formulation and implementation of processes for the digital management of IAEA archives and records in the custody of MTGS/ARMS. This entails the identification of appropriate metadata standards for the description of physical and digital records, including photographic and audio-visual material; the definition of digital preservation and digitization workflows in accordance with international best practices; and the implementation of these processes through a combination of hands-on work, communication and training.

Role

The Digital Archivist is:

(1) a technical analyst who researches and monitors archival and digital content metadata standards to ensure the application of best practices across archival and information systems and projects;

(2) a collaborator who can implement metadata, digitization, and digital preservation workflows and relevant procedures in close cooperation with the Records Unit and DMSU;

(3) a team member who can assist the delivery of projects relating to metadata, digitization and digital preservation;

(4) a liaison who can build relationships across the IAEA to promote the application of best practices.

Functions / Key Results Expected

Assist the team in enhancing descriptive, technical, administrative and preservation metadata in use in MTGS/ARMS systems, including the archives management system;

Under the guidance of the Unit Head, develop and implement digital preservation and digitization workflows following professional standards and best practices;

Work closely with project teams and other technologists on the implementation or development of discovery, digital preservation, and digital asset management systems;

Work closely with the team in Developing and delivering training related to metadata, digitization, and digital preservation

Perform other operational tasks linked to core archives business processes, such as transmitting electronic records with enduring value to the custody of the Archives Unit, disposition and deletion, and producing finding aids in the archives management system. This may include lifting boxes of records weighing up to 15 kg.

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.

Judgement/decision making
Consults with supervisor/manager and makes decisions in full compliance with the Agency's regulations and rules.

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

Information Management
Analysis
Ability to collect, retrieve and analyse large volumes of information.

Management and Programme Analysis
Project Management
Knowledge of project design, monitoring and evaluation.

Qualifications, Experience and Language skills

• University degree – a first level degree in social sciences, data sciences, information management or IT with a specialisation in Archives, Records Management or other related field.
• A minimum of one year of experience in digital archives and metadata curation within an archives or related organisation.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $39401 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 18046*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; Other benefits include 6 weeks' annual leave, home leave travel, pension plan and health insurance. More information on the conditions of employment can be found at:

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. Applications from qualified women and candidates from developing countries are strongly encouraged.
• 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.
• Candidates appointed to posts in the Professional and higher categories are subject to IAEA rotation policy and their maximum tour of service shall normally be seven years.
• 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.

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