Records Assistant

vor 3 Wochen

Wien, Österreich International Atomic Energy Agency Vollzeit

Records Assistant (Correspondence)(G6) - (2023/0712 (001430))

Organization: MTGS-Records Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2023-11-24, 5:51:28 AM

Closing Date: 2023-12-22, 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Extrabudgetary

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 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 (Records Unit), the Records Assistant (Correspondence) provides and coordinates the provision of correspondence management services to Agency staff following MTGS/ARMS policies and procedures.

Functions / Key Results Expected

According to established Agency and Safeguards standards and procedures:

- Coordinate the management of the incoming, outgoing official correspondence of the Agency and Safeguards by assigning security classifications and metadata, distributing incoming, outgoing official correspondence in hardcopy and digital formats; scanning documents/records, maintaining logbooks and transmittal forms for classified correspondence and documents, disposing of documents/records; advising IAEA staff on proper handling of unclassified and classified information assets.
- Administer the official IAEA mailbox and the SG Mailbox including monitoring the spam, manage network folders and distribute messages to the registration teams, retain messages for l reference, and provide first level support for missing communication.
- With the support of the team, perform systematic quality control on data entry in correspondence management systems, report problems to Unit Head.
- Provides substantive input to the preparation of guidelines, procedures, SOPs, user manual about correspondence management.
- Manage customer relationships within the assigned areas of responsibility by responding to inquiries, providing customer feedback and ensuring sustained high-quality customer service.
- Perform records management operations as necessary, may need to lift boxes weighing up to 15KG and work in dusty environment.

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- Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.- Client orientation- Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.- Resilience- Maintains a high level of performance when facing pressure and uncertainty. Able to remain calm and self-controlled, and to respond logically and decisively in difficult situations.**Required Expertise**

**Function**

**Name**

**Expertise Description**
- Administrative Support- Data Management- Advanced knowledge of MS Excel, Open Refine and MS Power BI.- General Services- Data and Information Analysis and Reporting-
- Administrative Support- Discretion and Respect for Confidentiality- Ability to act with tact, discretion and respect for confidentiality when dealing with sensitive matters.- Administrative Support- MS Office (Word, Excel, Outlook, PowerPoint)-
- Administrative Support- Records and Documents Administration- Knowledge of Record and Information Management standards and best practices.Qualifications, Experience and Lan

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