Unit Head (Archives Unit)(P3)
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
Under the supervision of the Section Head of MTGS/ARMS the incumbent ensures the efficient administration of the Archives Unit and is responsible for the development and implementation of strategies, policies, procedures and guidelines for the archival services of ARMS.
Role
The Head of the Archives Unit is: (1) supervisor of the Archives Unit, planning and managing the activities of the Unit to ensure delivery of effective and efficient archival services and facilitating the development of his/her team; (2) expert in archival processes, workflows and archival management systems, capable of making informed decisions regarding the preservation of the Agency’s information assets (3) specialist in digital preservation, archival metadata and electronic recordkeeping advising the Section Head and the Director of Division; (4) liaison to other departments/divisions in the Agency on digital preservation, metadata and controlled access to IAEA historical holdings.
Functions / Key Results Expected
– Contribute to Section planning focussing on changing priorities and driving for excellence in line with the IAEA’s results-based programming approach, assist with the management of the Section and support the Section Head as required;
– Plan, organize, manage and evaluate the work of the Archives Unit team in order to preserve the historical records of IAEA; ensure that the Archival Programme of IAEA is sound and comprehensive to manage hardcopy and digital records during their archival life-cycle;
– Contribute to policy development related to the management of archival collections, continuously update the relevant chapters of the ARM Handbook, ARMS policies and procedures on archival operations and long-term preservation;
– Oversee physical repositories of the IAEA Archive and Records Centre guaranteeing preservation standards and fulfilling safety and security requirements;
– Oversee the operation of the archival management system in line with quality management standards, including the continuous improvement of workflows. Supervise the maintenance and updating of the archival management system, ensuring the publication of finding aids for both external and internal users.
– Oversee the development and implementation of a digital archiving system. Support its integration with the archival management system and other IAEA recordkeeping systems. Define procedures and workflows for the transfer and preservation of digital archives.
– Prepare work plans, ensure a balanced workload distribution, monitor work performance, assess staff development needs and propose development plans, and guide and supervise the staff of the Unit;
– Identify priorities and targeted projects on digital preservation, electronic recordkeeping, data curation, digitization in relation to IAEA s archival material, proposing technology solutions on addressing data retention challenges on the long-run.
– Monitor the state of the art of the archival domain, researches archival and recordkeeping theories to share knowledge with Section staff and consult on Agency wide projects.
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. |
| 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. |
Required Expertise
| Function | Name | Expertise Description |
|---|---|---|
| General Services | Archives Management | Effectiveness in developing policies, procedures and new programmes based on modern concepts and techniques in archives management. |
| Administrative Support | Document Management | In-depth knowledge of archives, records and information management concepts, methodology and techniques. |
| Management and Programme Analysis | Project Management | Ability to plan, coordinate, implement and control the archival projects on IAEA collections. |
Qualifications, Experience and Language skills
- University degree in Humanities or related disciplines with specialisation in Archival Science, Records Management or Information Management.
- A minimum of five years of demonstrated professional experience in archives, preferably in an international organization;
- Practical experience in the implementation of archival management systems, digital repositories, digital preservation solutions;
- In-depth knowledge of archival and recordkeeping standards, digitization, preservation and metadata standards of memory institutions;
- Knowledge of semantic technology, linked data in the context of archival collections and data.
- Knowledge of nuclear science history, its core research areas and relevance on IAEA holdings is an asset.
- 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 $64121 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 30265*, 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.
