Section Head (Archives and Records Management)(P4)
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.
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 services by managing stakeholder relations, and ensuring resource mobilisation.
Competencies and Expertise
Core Competencies(Competency Framework)
| Name | Definition |
|---|---|
| Planning and Organizing | Sets clearly defined objectives for himself/herself and the team or Section. Identifies and organizes deployment of resources based on assessed needs, taking into account possible changing circumstances. Monitors team’s performance in meeting the assigned deadlines and milestones. |
| Communication | Encourages open communication and builds consensus. Uses tact and discretion in dealing with sensitive information, and keeps staff informed of decisions and directives as appropriate. |
| Achieving Results | Sets realistic targets for himself/herself and for the team; ensures availability of resources and supports staff members in achieving results. Monitors progress and performance; evaluates achievements and integrates lessons learned. |
| Teamwork | Encourages teamwork, builds effective teams and resolves problems by creating a supportive and collaborative team spirit, remaining mindful of the need to collaborate with people outside the immediate area of responsibility. |
Functional Competencies
| Name | Definition |
|---|---|
| Analytical thinking | Applies business analytics to establish programme priorities. Makes rational judgements from the available information and analysis. |
| Client orientation | Examines client plans and develops services and options to support ongoing relationships. Develops solutions that add value to the Agency’s programmes and operations. |
| Commitment to continuous process improvement | Assesses the effectiveness of functions and systems as well as current practices; streamlines standards and processes and develops innovative approaches to programme development and implementation. |
| Judgement/decision making | Consults with and seeks advice at the appropriate managerial level when making complex decisions. Facilitates dialogue and development of best practice to support judgement/decision making, in full compliance with the Agency’s regulations and rules. |
| Leading and supervising | Serves as a role model when leading and supervising others. Provides his/her team with clear direction, promotes a dynamic working climate and empowers others. Is open to new ideas and demonstrates creativity in search of excellence. |
| Technical/scientific credibility | Provides guidance and advice in his/her area of expertise on the application of scientific/professional methods, procedures and approaches. |
Required Expertise
| Function | Name | Expertise Description |
|---|---|---|
| Management and Programme Analysis | Business Acumen | Demonstrated ability to effectively and efficiently manage financial, human, information and knowledge resources, including effective teambuilding. |
| Information Technology | Library and Information Systems | Fully conversant with state of the art digital technology. |
| Management and Programme Analysis | Programme Management | Knowledge of management principles. |
Qualifications, Experience and Language skills
- Master’s Degree in Computer Science, Information Technology, or in the field directly related to archives and records management.
- Bachelor’s Degree in the same fields in combination with two additional years of relevant professional experience may be considered in lieu of the Masters’ degree.
- A degree or extended course work in Management and/or Information Sciences is highly desirable.
-
Minimum of seven years of relevant professional experience.
- Fully conversant with state-of-the-art digital technology and data science: electronic recordkeeping systems, data analytics.
- Proven experience in change management in digital recordkeeping, digital preservation and electronic records management including in place recordkeeping, data migration and application of AI in the field; Demonstrated high ethical standards and competencies and support to IAEA values.
- Knowledge of management principles and proven ability to competently lead a multicultural staff and foster an environment promoting excellent performance, integrity, ethical behaviour and innovation.
- Demonstrated ability to effectively and efficiently manage financial, human, information and knowledge resources, including effective teambuilding.
- Demonstrated independent, mature judgment and initiative.
- Proven problem-solving skills.
- Track record of planning and organizational skills, and ability to work under pressure.
- Ability to communicate in a clear manner.
- Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $77326 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 46937*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; Other benefits include 6 weeks’ annual leave, home leave travel, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/professional-staff/conditions
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. Applications from qualified women and candidates from developing countries are strongly encouraged.
- 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.
- Candidates appointed to posts in the Professional and higher categories are subject to IAEA rotation policy and their maximum tour of service shall normally be seven years.
- 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.
