International Atomic Energy Agency
Vacancy Notice No. 2012/024

Position and Grade: Unit Head (P-3)
Organizational Unit: Records Unit
Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 28 February 2012
Application Deadline: 9 April 2012
Type/Duration of Appointment: Fixed term, 3 years (subject to a probationary period of 1 year)

Organizational Setting

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

The Archives and Records Management Section (ARMS), Division of General Services, Department of Management is responsible for the management of the IAEA's official records. The Section is divided into three units: the Mail Unit, the Records Unit and the Archives Unit. The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

The Head of the Records Unit reports to the Section Head of ARMS, and leads a team of approximately 17 staff.

Main purpose

Reporting to the Section Head of ARMS, the Head of the Records Unit ensures the efficient ongoing development and administration of the IAEA records management programme, which establishes a framework for the creation and management of authentic, reliable and usable records.

Role

The Head of the Records Unit is: (1) manager of the Records Unit, ensuring that programmes and projects are developed and implemented in the most efficient and effective manner in line with quality management standards and the results-based approach; (2) a team leader, ensuring the provision of efficient and effective services; (3) an evaluator, analyzing complex issues relating to records management and making related decisions and recommendations; (4) a specialist in records management, advising the Section Head and the Division Director on programmatic issues; and (5) a facilitator of cooperation with all Departments in the IAEA on records management systems including the Electronic Records Management System (ERMS).

Partnerships

The Head of the Records Unit establishes relationships with staff throughout the IAEA to provide advice and assistance relating to records management issues and works closely with the ARMS Section Head and other Unit Supervisors to make full use of efficiency gains that can be won through the services provided by ARMS. The Head of the Records Unit also collaborates with IT staff to develop and refine electronic recordkeeping tools. In addition, the incumbent collaborates with colleagues from other international organizations to exchange and compare information on a wide range of records issues.

Functions / Key Results Expected

  • Plan, organize, manage and evaluate the work of the Records Unit, continuously reviewing effectiveness, focusing on priorities and driving for excellence in line with the IAEA's quality management and results-based programming approach. Specific tasks include: prepare work plans, ensure a balanced workload distribution, monitor work performance, assess staff development needs, and guide and supervise the staff of the Unit.
  • Ensure economy and efficiency in the creation, use, maintenance and disposal of records by coordinating and monitoring the IAEA's records management programme.
  • Ensure adherence to established standards and best practices through audits, the review and testing of proposed recordkeeping systems, and the consistent application of approved records retention schedules.
  • Lead and guide the development and implementation of records management systems in line with quality management standards, including the setting, standardization and continuous improvement of work standards, processes and procedures.
  • Monitor the functionality and performance of the IAEA's Electronic Records Management System (ERMS), establish and implement an audit process for registered records, liaise with users and IT colleagues on ERMS-related issues.
  • Advise managers and staff on the use of records systems and complex records issues by developing and presenting tools and solutions.
  • Lead and guide the formulation, standardization and delivery of training on the records management programme to staff of the Section and throughout the IAEA.
  • Ensure accurate and up-to-date documentation for Records Unit functions and responsibilities.
  • Implement forms management policy by monitoring the forms programme, reviewing requests to create or update IAEA-wide forms and providing approval for requests.
  • Contribute to the management of the Section and support the Section Head as required.
  • Keep abreast of best practices in records management policies and practices within the UN Common System and seek continuous technology and process improvement in the delivery of services.

Knowledge, Skills and Abilities

  • Professional:
    • In-depth knowledge of modern records management concepts, methodology and techniques;
    • Ability to plan, coordinate, implement and control the records management programme for the creation and management of authentic, reliable and usable records;
    • Effectiveness in developing policies, procedures and new programmes based on modern concepts and techniques in records management.
  • Analytical skills: Ability to analyse problems facing users, to plan and develop alternatives, to assess the impact of proposed solutions and to implement them adequately.
  • Decision-making:
    • Ability to make and convey difficult decisions;
    • Ability to respect the competence and responsibilities of others and delegate decision-making and accountability accordingly.
  • Leadership skills:
    • Ability to provide technical leadership in overseeing all records management processes;
    • Proven supervisory skills including demonstrated ability to establish priorities and to plan, coordinate and monitor his/her own work plan and those under his/her supervision.
  • Teamwork/Relationships: Ability to build effective teams, bringing together diverse backgrounds, skills and expertise in order to maximize innovation and goal achievement.
  • Communication skills:
    • Ability to prepare reports and conduct presentations on key issues by clearly formulating positions on issues, presenting options concisely as well as making and defending recommendations;
    • Ability to establish and maintain good relationships with internal and external counterparts and to work harmoniously in a multicultural/multidisciplinary environment with respect and sensitivity for diversity.
  • Change orientation: Ability to make change happen by setting a direction and a course of action to reach change objectives.
  • A general knowledge of the history, the programmatic activities and the structure of the IAEA is desirable.
  • Advanced computer skills, including database applications.

Education, Experience and Language Skills

  • University degree in records management, archival science or a related field. Post-graduate training or certification in records management desirable.
  • A minimum of five years of progressively responsible professional experience in records management or archives, preferably in an international organization or another multilateral environment.
  • Practical experience in the implementation or use of Electronic Records Management Systems (especially Livelink) desirable.
  • Excellent command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian or Spanish) and German desirable.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $56 091 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $30 570*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance.

How to apply to the IAEA

Complete an Online Application

* Subject to change without notice


Applications from qualified women and candidates from developing countries are encouraged

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. Testing may be part of the recruitment process.

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