Section Head

Section Head (Archives and Records Management)(P4) - (2024/0585 (001182))

Organization: MTGS-Archives and Records Management Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-11-19, 5:41:30 AM

Closing Date: 2024-12-10, 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.

Main Purpose

Reporting to the Director of General Services, the Section Head is the Archivist of the IAEA and is responsible for the management of Archives and Records Management services, as well as strategy, monitoring and management of Human Resources and other resources assigned to the section. He/She establishes and leads the maintenance of a framework of policies and services that ensure 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.

Role

The Section Head is:
(1) an advisor in matters of data and information governance, information classification and declassification, corporate knowledge management, access to archives, records and document management principles and their implementation by IT solutions;
(2) a leader who manages the ARMS team, analyses, modifies, and updates roles and responsibilities of the Section ensuring alignment of ARMS with MTGS and MT’s evolving strategic objective, ensuring top performance, maximum efficiency and cost-effectiveness, develops work plans, section plans, KPOs and KPIs, including detailed development-related plans, as necessary.
(3) a change agent who sets standards and establishes quality assurance mechanisms monitoring the effectiveness of operational procedures and customer services and actively mobilises staff and resources to implement changes. It also includes the introduction of cutting-edge technological solutions in the domain of archives, document and data/information management and developing strong professional relationships and identify areas of benchmarking with other UN agencies, international organisations, and communities of practices.

Functions / Key Results Expected
- People management through recruitment, performance, and career management of staff while meeting the needs of the IAEA. Lead, manage, and motivate staff, evaluate performance, mentor, coach, and ensure professionalism. Oversee and ensure the use of human resources; assess their adequacy and recommend changes if and as required.
- Assume management responsibility for the operations of ARMS in terms of human and financial resources, ensuring conformity with defined outcomes and objectives. This includes identifying high and low results areas through data analytics, outlining a roadmap and section plan for the short and long-term management of activities; monitoring and reporting on section and departmental KPIs, analysing trends, identifying required changes, mitigating actions to be taken, and making strategic recommendations; developing budgets for ARMS and managing effective use of allocated funds; proactively supporting the Department’s strategic planning, oversight activities and resource allocation analysis.
- Information Technology Management: managing IT products related to information management, archives, and recordkeeping, owned by ARMS, and leveraging process management functionality for improved results.
- Provide specialist advice on access to information, archive, and records management matters relating to, inter alia, the documents of the Policy-making Bodies including the IAEA Statute, General Conference documents including decisions, all programme and management related regulations and rules, official publications, and agreements and relationships with Member States and with the host country, the United Nations, cooperating institutions, and other international organizations.
- Develop, revise, and approve the Records and Information Management (RIM) policy framework, including standards, standard operating procedures, and guidelines, and ensure the successful implementation of approved policies.
- Develop the digital preservation strategy of the IAEA, including the governance model, and ensuring the long-term sustainability of the infrastructure, capacity, and servic