Records Assistant(G4)

Vor 3 Tagen

Wien, Österreich International Atomic Energy Agency Vollzeit

Records Assistant(G4) - (2024/0155 (001632))

Organization: MTGS-Records Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-03-07, 8:15:06 AM

Closing Date: 2024-03-31, 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 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

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 s

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