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International Atomic Energy Agency, Vienna, Austria
Position and Grade: Records Management Officer (P-3)
Organizational Unit: Archives and Records Management Section
Division of General Services
<http://www.iaea.org/About/Jobs/mt.html>
Department of Management
<http://www.iaea.org/About/Jobs/mt.html>
Duty Station: Vienna
<http://www.iaea.org/About/Jobs/working.html> , Austria
Issue Date: 6 October 2008
Application Deadline: 19 November 2008
Type/Duration of Appointment: Fixed term
<http://www.iaea.org/About/Jobs/applicants.html> , 3 years (subject to a
probationary period of 1 year)
Organizational Setting
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 Processing Unit, Records Unit and Archives Unit.
The Records Unit is responsible for the management of records in support
of IAEA business functions and activities.
The Records Management Officer reports to the Head of ARMS and leads a
team of approximately 15 staff.
Main purpose
Under the supervision and guidance of the Head of ARMS, the Records
Management Officer oversees the IAEA records management programme, which
establishes a framework for the creation and management of authentic,
reliable and usable records in support of the IAEA business functions
and activities for as long as they are required.
Role
The Records Management Officer is: (1) the Unit Head 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
specialist in records management issues, advising to the Section Head
and the Division Director on programmatic issues; and (3) a facilitator
of cooperation with all Departments in the IAEA on implementation of the
electronic records management system (ERMS).
Partnerships
The Records Management Officer works closely with the Section Head and
other Unit Supervisors, providing specialist advice to staff at all
levels throughout the IAEA in making full use of efficiency gains that
can be won through the services provided by ARMS. The incumbent builds a
strong relationship with the international records management and
research community, and engages with counterparts in other UN
organizations for policy and best practice comparisons.
Functions / Key Results Expected
* Ensure economy and efficiency in the creation, use, maintenance
and disposal of records by coordinating and monitoring the overall
quality of the records management programme. Guarantee this quality
through audits, the review and testing of proposed recordkeeping systems
and the implementation of the approved records retention schedules.
* Lead and guide the development of a results based ERMS; advise
on appropriate performance indicators; and ensure the integration of
lessons learned into programme development. Coordinate and advise
Records Office Clerks and client staff throughout the IAEA on the use of
ERMS in order to improve information management and optimize programme
resources.
* 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.
* Guide and coordinate the formulation, standardization and
delivery of training on the records management and forms management
programme to staff of the Section and throughout the IAEA.
* Plan and manage the work of the Unit, prepare work plans, ensure
a balanced workload distribution, monitor work performance, assess staff
development needs, and guide and supervise the staff of the Records
Unit.
* Contribute to the management of the Section and support the
Section Head as required.
Knowledge, Skills and Abilities
* Technical expertise:
* 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, capable of supporting IAEA business
functions and activities for as long as they are required.
* Effectiveness in developing policies, procedures and new
programmes based on modern concepts and techniques in records
management.
* A general knowledge of the history, the programmatic activities
and the structure of the IAEA is desirable.
* 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.
* Leadership and management skills:
* Ability to provide technical leadership in overseeing the entire
field of archival business 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.
* Advanced computer skills, including database applications.
* Proven communication skills, including the 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.
* Excellent interpersonal skills, including the ability to operate
effectively across organizational boundaries and to establish and
maintain effective partnerships and working relations in a
multicultural, multi-ethnic environment with sensitivity and respect for
diversity.
Education, Experience and Language Skills
* University (or equivalent) degree in records management,
archival science or a related field. Post-graduate training or
certification in specific fields of records management desirable.
* A minimum of five years of practical relevant experience with
increasing responsibilities, preferably in an international organization
or another multilateral environment.
* Practical experience in the implementation or use of ERMSs
(especially Livelink) desirable.
* Excellent command of written and spoken English. Knowledge of
other official IAEA languages (Arabic, Chinese, French, Russian or
Spanish) and German is an advantage.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free
annual net base salary starting at US $52 408 (subject to mandatory
deductions for pension contributions and health insurance), a variable
post adjustment <http://www.iaea.org/About/Jobs/profconditions.html>
which currently amounts to US $31 550*, dependency benefits, rental
subsidy <http://www.iaea.org/About/Jobs/profconditions.html> , education
grant <http://www.iaea.org/About/Jobs/profconditions.html> , relocation
<http://www.iaea.org/About/Jobs/profconditions.html> and repatriation
expenses <http://www.iaea.org/About/Jobs/profconditions.html> ; 6 weeks'
annual vacation, home leave
<http://www.iaea.org/About/Jobs/profconditions.html> , pension plan
<http://www.iaea.org/About/Jobs/profconditions.html> and health
insurance <http://www.iaea.org/About/Jobs/profconditions.html> .
How to apply to the IAEA
<http://www.iaea.org/About/Jobs/howtoapply.html>
* 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 to make an appointment with a modified
job description or for shorter duration than indicated above. Testing
may be part of the recruitment process.
Application Deadline: 19 November 2008
For more details please check:
http://recruitment.iaea.org/vacancies/p/2008/2008_081.html
To apply online please click: How to apply to the IAEA
<http://www.iaea.org/About/Jobs/howtoapply.html>
Leszek Pudlowski
Head, Archives and Records Management Section
International Atomic Energy Agency
Wagramer Strasse 5, P.O. Box 100, A-1400 Vienna, Austria
www.iaea.org
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