Associate Records Officer(P2)

Associate Records Officer(P2) – (2024/0449 (218966))

Organization

: MTGS-Archives and Records Management Section

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2024-08-06, 6:12:37 PM

Closing Date

: 2024-08-27, 9:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term – Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

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 direct supervision of the Section Head of MTGS/Archives and Records Management, the Associate Records Officer contributes to the effective and efficient implementation of the IAEA Records and Information Management (RIM) Policy. This involves supporting the records and information management projects of MTGS/ARMS, contributing to the departmental retention policies and monitoring the implementation of these policies following the MTGS Strategic Plan. The Associate Records Officer is also the focal point for internal communication with all IAEA stakeholders in regards to evolving needs in digital record-keeping and data governance, including contributing to new classification guidelines according to the ISMS (Information Security Management System).

Role

The Associate Records Officer is:

(1) an analyst researching and monitoring records and information management developments in the changing technological landscape and providing advice on digital record-keeping applications, solutions;

(2) a collaborator on implementing the Agency RIM Policy in close cooperation with the three units of MTGS/ARMS;

(3) a solution specialist in the development of new tools for managing digital records and data in the Agency;

(4) member of the MTGS/ARMS outreach team to promote information and data governance best practices in the Agency.

Functions / Key Results Expected

Assess business processes with records and document management components through agile methodology to propose improvements, efficiencies, and more effective solutions in compliance with Agency policies and procedures.

Contribute to advanced records management operations: records surveys, file plans, retention schedules, disposition management in support of MTGS/ARMS functions.

Implement and monitor records management functionality in the Microsoft 365 environment, grounded in records management principles.

Contribute to ICT projects with relevancy to the Section or Division on digital record-keeping, document management, digital preservation and data governance representing MTGS/ARMS.

Consolidate and analyse large data sets for reporting, identify and implement KPIs, produce technical documentation or reports for RIM activities and processes.

Work on digital collections, electronic transfers, data curation tasks following Agency policies and procedures, professional standards and best practices.

Coordinate the development of RIM training curriculum, and training materials, guidelines and courses.

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 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. Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.

Required Expertise

Function Name Expertise Description Information Management Analysis Ability to collect, retrieve and analyse large volumes of information. Management and Programme Analysis Project Management Knowledge of project design, monitoring and evaluation.

Qualifications, Experience and Language skills

• University degree in information management, records management, social sciences, law, public/business administration or a related field.
• Knowledge of ISO ISMS and/or ISO BCMS standards.
• Demonstrated experience with Scrum, Prince 2, and/or Lean Six Sigma
• Minimum two years of professional experience in document management, records management, digital preservation. Professional experience in an international environment is desirable.
• Demonstrated experience in administering records management, document management applications such as Microsoft 365, specifically Microsoft SharePoint, Microsoft Purview, and others.
• Relevant information protection and compliance administration in Microsoft 365 training is desirable.
• 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 $50377 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 29823*, 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.

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