Archives Assistant(G5)

Vienna | Vienna | IAEA Headquarters

Organizational Setting

 

The Department of Management’s Division of General Services (MTGS) provides service functions to the IAEA through its five Sections that ensure facilities management for its headquarters and for the Seibersdorf laboratories campus, travel, transport and general support services, archives and records management, and the operation of the Vienna International Centre Commissary.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\: Mail, Records and the Archives Unit.


Main Purpose

 

Reporting to the Supervisor of the Archives Unit, as a team member the Digital Archives Assistant assigns metadata to non-digital and digital information assets ensuring that the value of the data is maintained over time, and the data remains available for reuse and preservation. He/she provides guidance on electronic data curation, cataloguing (application of metadata) and digital long-term preservation.


Functions / Key Results Expected

 

Within the framework of core archival business processes and within established standard operating procedures\:

  • Captures, filters and applies all related metadata such as descriptive titles, key works, and technical information to non-digital and digital information assets aiming to deliver finding aids. Use established standards and taxonomies in cataloguing methods. Use and apply tools for automatic / semi-automatic capturing of metadata to digital information assets. Provide guidance and advice to clients regarding digitization and digital long term preservation as supported by the Unit.
  • Performs reference and information retrieval services to Agency staff and external researchers monitoring rules and regulations regarding access to IAEA archives, with particular attention to copyright issues such as related to historical photos.
  • Supports reclassification and declassification reviews by screening historical records in different media to determining the security classification status.
  • Contributes to the design and implementation of public programs on promoting ARMS services and IAEA history by proposing and delivering historical material in digital format, or conducting guided tours to the IAEA archives or special training activities to internal staff.
  • Performs other operational tasks linked to core archives business processes such as transmitting electronic records with enduring value to the custody of the Archives Unit, disposition and deletion, and producing finding aids in the archives management system.

Competencies and Expertise

Core Competencies

Name Definition
 
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.
 
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.

Functional Competencies

Name Definition
 
Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
 
Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.

Required Expertise

Function Name Expertise Description
     
General Services Archives Management Good knowledge of archives management business operations and relevant technical standards (digitization, digital long-term preservation).
     
General Services Data Management High level of accuracy in data entry, ability to extract key elements from written information.
     
Administrative Support Discretion and Respect for Confidentiality Ability to act with diplomacy and discretion with regard to information security and protection of confidential information.
     
Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office 2010, practical experience in working with databases and specialized software required to perform archives business.

Qualifications, Experience and Language skills

  • Completed secondary education.
  • A minimum of five years of clerical experience, two years of which are related to the administration of archives operations.
  • Thorough knowledge of Agency organizational structure, programmes and activities is desirable.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
  • English typing (Level 2) and English language tests (Level 2) to IAEA standard.

Remuneration

 

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 43257 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

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.
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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. 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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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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  • Organization: IAEA - International Atomic Energy Agency
  • Location: Vienna | Vienna | IAEA Headquarters
  • Grade: GS-5, General Service
  • Occupational Groups:
    • Energy sector
    • Administrative support
    • Nuclear Technology
  • Closing Date: 2017-08-02

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