Records Assistant (Correspondence)(G6)
JOB DETAIL
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant’s location.
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.
• Oversee the monitoring and update of distribution lists for official correspondence in the correspondence management workflow using the correspondence management application to create and update access groups in correspondence management systems as necessary.
• 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.
• Administer the correspondence management applications including liaising with technical staff in MTIT, SGIS and external service providers to ensure that issues affecting performance, business continuity are addressed in a timely manner. This includes the preparation of information sources on related policy and procedures and provision of training in procedures and best practices for concerned IAEA staff.
• 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 | Knowledge of applying Information Security standards and document security classifications. |
| 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) | Working knowledge of Microsoft Office 365 and/or other document management applications. |
| Administrative Support | Records and Documents Administration | Knowledge of Record and Information Management standards and best practices. |
Qualifications, Experience and Language skills
- Completed secondary education.
- Minimum of six years of work experience including a minimum of two years in records management and digital communication, email management.
- Experience with data curation, electronic document and records management software.
- Work experience in an international environment is an asset.
- Excellent oral and written command of English and working knowledge in oral and written command of Russian and Spanish, a strong asset. Knowledge of other official IAEA languages (Arabic, Chinese, and French) is an asset.
- Administrative skills test 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 61171 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff
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 selected without any unfair treatment or arbitrary distinction based on a person’s race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
- The IAEA is committed to gender equality and to promoting a diverse workforce.
- Recruitment will be on a LOCAL BASIS only.
- 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.
- The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.
Evaluation process
- The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
- Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.
Appointment information
- Appointment is subject to a satisfactory medical report.
- 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.
