Correspondence and Digitization Assistant(G5)
JOB DETAIL
Organizational Setting
The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), 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 Associate Digital Services Officer, the Correspondence and Digitization Assistant contributes to deliver correspondence- and digital services in the framework of Records and Information Management of MTGS-ARMS. S/he provides advise to customers as well as internal- and external stakeholders on pertaining policies, standards, procedures, guidelines, and regulatory requirements in connection with the Unit’s mandate to warrant a customer-oriented approach to service delivery.
Functions / Key Results Expected
Performs the digitization of daily incoming and outgoing correspondence in accordance with the established Standard Operating Procedures (SOP) and the applicable elements of the Agency’s Records and Information Management Policy, ISMS(s) framework and digitization standards as outlined in the ARM Handbook;
Supports the Supervisor with the planning, execution, and evaluation of digitization service projects by contributing to the drafting of project management documents, designing workflows and procedures, and by developing ex-ante evaluation criteria to ensure outputs are delivered within scope, budget, and schedule;
Delivers digitization service project products by applying best practice procedures and established workflows in accordance with the agreed project approach;
Monitors progress and scope of ongoing digitization service projects and raises divergences from plan and schedule with the Supervisor;
Participates in the daily sorting, electronic capturing, and distribution of incoming mail items as well as in the quality control, electronic capturing, and dispatch of outgoing mail items;
Actively establishes and maintains effective customer relations and responds to all queries in the scope of the DMSU mandate;
Serves as focal point for IT related questions in support of and to ensure the Unit’s collaboration sites and IT applications are up-to-date, efficient, and available at all times;
Collaborates with other team members on additional functions of the Unit;
Competencies and Expertise
Core Competencies
| 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 |
|---|---|---|
| General Services | Digital Long-Term Preservation | Knowledge of digitization, scanning and document management. |
| Administrative Support | Document Management | Knowledge of RIM, Personal Data Privacy and information security policies, standards and procedures of the Agency. |
| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | Working knowledge of O365 (Outlook, Word, Excel, PowerPoint), Content Server 16, Power BI, SharePoint Online. |
| Administrative Support | Records and Documents Administration | Knowledge of mail., correspondence management procedures and practices in the digital environment is essential. |
Qualifications, Experience and Language skills
- Completed secondary education
- At least five years of administrative experience, two years of which should be related to document- and or records management, project management, or document digitization.
- Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
- Administrative skills testing to IAEA standard might be part of the selection process.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 50249 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance
Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.
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. Staff members may be assigned to any location. 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.
