Archives Assistant(G4)

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 Supervisor of the Archives Unit, the Archives Assistant supports operations of the records centre and the long term preservation of historical records under custody of the IAEA Archives by carrying out a wide range of office support and assessment activities in connection with records transfers, disposition and appraisal, retrieval and long term preservation of historical records in all media, retention and storage management, assistance to Agency's information management related matters. The Archives Assistant contributes to a variety of business processes, working independently as per duties assigned in the work plan, or as member of a project team.

Functions / Key Results Expected

Perform business activities such as records transfers, location management, arrangement and archival description, appraisal, information retrieval services, long term preservation, as assigned in the work plan.

Process records transfers or inventorying through accurate data entry and data quality checks in compliance with established operating standards, including the physical move or disposition of paper records, as well as the application of digital preservation techniques to digital records. This may include lifting boxes of records weighing up to 15 kg.

Provide reference and reproduction (copying, scanning) services to internal customers and external researchers monitoring information security and access control rules and regulations.

Support the regular validation/revision process of established standard procedures and guidelines.

Contribute to organizational learning by supporting training activities within and outside the Archives Unit.

Competencies and Expertise

Core Competencies

table { border-collapse: collapse; } table, th, td { word-wrap: break-word; valign="top"; } 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 Administrative Support Correspondence and Written Communication Ability to draft routine correspondence and correct documents in accordance with established standards and requirements Administrative Support Guidance and Training Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office and the ability to use databasesQualifications, Experience and Language skills

Completed secondary education.

Minimum of four years of general clerical experience; knowledge of basic concepts and practical experience related to archives management activities would be an advantage.

Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

English language test (level 2 ) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 41605 (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. -------------------------------------------------------------------------------------------------------------------------------------------------------------