Records Assistant(G5)

Records Assistant(G5) - (2024/0641 (001128))

Organization: MTGS-Records Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-12-03, 8:13:33 AM

Closing Date: 2024-12-24, 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 manages official IAEA correspondence in line with the Records and Information Management (RIM) Policy and contributes to the implementation of the Agency's Records Management Programme.

Functions / Key Results Expected
- Data Quality Control: Conduct regular quality control checks on data entry in correspondence management systems. Contribute to the implementation of technical and procedural solutions to enhance data quality.
- Knowledge Management: Contribute to and maintain information sources on Agency/Safeguards policies, procedures, and best practices related to correspondence and records management.
- Records Management: Perform records management tasks as part of the Records Advisory Service of ARMS. Cooperate with the Archives Unit staff in the transfer, destruction, and location management of records using the Archives Management System.
- Electronic Records Management: Participate in managing electronic records in the Agency and Safeguards information systems, such as M365, ISE, and other platforms.
- Other Duties: May perform other duties as assigned in the incumbent’s workplan.

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.- 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 act with tact, discretion and respect for confidentiality when dealing with sensitive information.- Administrative Support- Guidance and Training- Proficiency in creating and updating training materials, procedures and guidelines.- Administrative Support- MS Office (Word, Excel, Outlook, PowerPoint)- Working knowledge of Microsoft 365, Power BI, SharePoint on premise and SharePoint Online, Outlook is required.Qualifications, Experience and Language skills
- Completed secondary education.
- A minimum of five years of work experience in administration, two years of which in records management.
- Experience in managing electronic records and data, familiarity with M365 and other emerging EDRMS is an asset.
- Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, Russian and Spanish) is an asset.
- Physical ability to lift boxes up to 15kg and work in a potentially dusty environment when necessary.

Remuneration

General Information
- The IAEA's paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technic