Vacancy Notice No. 2009/260


Position and Grade:	Archives Assistant (G-5)
Organizational Unit:	Archives Unit Archives and Records Management Section Division of General Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	23 October 2009
Application Deadline:	20 November 2009
Type of Appointment:	Fixed term (subject to a probationary period of 6 months)
CCOG code:	2.C.01

Organizational Setting

The Archives and Records Management Programme establishes a framework for the creation and management of authentic, reliable and useable records, capable of supporting IAEA business functions and activities for as long as they are required. The Programme is under the responsibility of the Archives and Records Management Section.

The incumbent of the post reports to the Supervisor of the Archives Unit in the Archives and Records Management Section, in the Division of General Services, Department of Management.

Assignment

To provide assistance in implementing the Agency's archives and records management programme for managing the life cycle of all official records in all media across the Agency, with a special emphasis to non-paper (audiovisual) records. This includes the processing of transfers of paper and electronic records, location and storage management, retrieval services, appraisal and long term preservation of historical records.

To provide assistance to Records Office Clerks preparing records transfers to the Archives Unit.
To process incoming transfers of records to be kept in the Archives Unit.
To assist in information retrieval and reference services.
To assist in monitoring the retention periods of records under custody of the Archives Unit and assist in activities related to the final disposition of records.
To process records in a different media with a special responsibility for non paper (audiovisual) records and digital/electronic records.
To perform any other duties consistent with the level of the post, as assigned by the supervisor.

Knowledge, Skills and Abilities

Technical expertise:
- Knowledge of archives management theory, standards, principles and best practices.
- Good knowledge of rules and regulations governing the management of official records in different media in an international organization desirable.
- Knowledge of digitalisation as a method for long term preservation of audiovisual historical records.
Excellent organizing skills to set priorities in order to meet deadlines, to work independently and to handle a large volume of work in an efficient, accurate and timely manner.
Ability to carry out physical work with heavy materials (move of folders and/or boxes up to 15 kg from and to the archival repositories).
Excellent interpersonal skills: very good team spirit with the ability to work in a multicultural environment with respect and sensitivity for diversity and to interact with counterparts in a customer oriented manner.
Computer skills:
- Working knowledge of MS Office 2003, which is the IAEA's standard (Word, Excel, Access, Outlook).
- Working knowledge of databases used to support archives management business processes desirable.
English Typing Test (Level 2) and English Language Test (Level 2).
Very good command of written and spoken English. Knowledge of German and other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) desirable.

Education and Experience

Completed secondary education.
At least seven years of clerical experience. Formal training and/or practical experience related to archives and records management activities, processing historical audiovisual material and/or digital record keeping would be an advantage.
Practical experience with records and archives management applications such as Livelink.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €37 634 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered.

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. 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 to make an appointment with a modified job description or for shorter duration than indicated above.