International Atomic Energy Agency
Vacancy Notice No. 2012/278

Position and Grade: Message Systems Clerk (G-4)
Organizational Unit: Records Unit
Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 12 December 2012
Application Deadline: 11 January 2013
Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes: 2.T

Organizational Setting

The Division of General Services is one of the six Divisions in the Department of Management. It provides service functions through the Director's Office and five Sections: Facilities Management, Seibersdorf Facility Management, Archives and Records Management, Transport and General Support, and Commissary Management.

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 (ARMS).

The Records Unit of the Archives and Records Management Section is responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for maintaining evidence of and information about business activities and transactions in the form of records.

Main Purpose

Under the supervision of the Supervisor, the Message Systems Clerk ensures that the messages received and dispatched over the various communications systems are handled and processed in a fast and reliable manner.

Working Relationships

The Message Systems Clerk is in daily contact with staff at all levels in the IAEA as well as Permanent Missions. This involved giving or receiving information on receipt of records and ARMS procedures including clarification or explanation of facts.

Functions / Key Results Expected

  • Fax Desk: Dispatch messages in the most efficient and cost effective way, checking compliance with established ARMS requirements.
  • Follow-up on outstanding messages: Send to alternative numbers, re-route via United Nations Development Programme (UNDP)/Atomic Energy Commission (AEC) offices and inform the drafter of the problem for further action.
  • Message Services Help Desk: Monitor and update/correct the outstanding destination numbers (e.g. wrong input, problem numbers). Inform users of corrective action and instruct them of correct usage.
  • Screen and sort incoming messages for further distribution and action.
  • Maintain the verified number database in the Intranet (OASIS) via Livelink.
  • Carry-out on-call emergency stand-by services (outside working hours).
  • Back-up the Message Systems Support Technician in previewing the incoming faxes for onward distribution and process outgoing message confirmations.

Knowledge, Skills and Abilities

  • Good knowledge of fax and other communications systems.
  • Good memory, ability to work accurately and pay attention to details to ensure quality of work.
  • Good organizing skills to ensure timely delivery and ability to remain calm while dealing with a high volume of work.
  • Good interpersonal skills to establish and maintain harmonious working relationships in a multicultural environment with respect and sensitivity for diversity. Ability to act with discretion, tact and diplomacy.
  • Excellent computer skills in Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard.

Education, Experience and Language Skills

  • Completed secondary education.
  • Minimum of four years of relevant clerical experience, preferably in an international environment.
  • Experience in customer service.
  • Experience with communications systems desirable.
  • English Language Test (Level 2) and English Typing Test (Level 2) to IAEA standard.
  • Good working knowledge of spoken and written English essential. Knowledge of German an asset. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.


The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €34 469 (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 External applicants are required to apply online at You can find more information about employment opportunities and working at the IAEA at 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 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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