Records Assistant Correspondence

International Atomic Energy Agency

Vienna, Austria

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its four Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management and General Support Section (FMGSS) and the Seibersdorf Laboratories Services Section (SLSS). 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: Digital and Mail Services, Records and the Archives Unit.The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.

Main Purpose:
Under the supervision of the Unit Head (Records Unit), the Records Assistant (Correspondence) provides and coordinates the provision of correspondence management services to Agency staff following MTGS/ARMS policies and procedures.

Functions / Key Results Expected:

According to established Agency and Safeguards standards and procedures:
  • Coordinate the management of the incoming, outgoing official correspondence of the Agency and Safeguards by assigning security classifications and metadata, distributing incoming, outgoing official correspondence in hardcopy and digital formats; scanning documents/records, maintaining logbooks and transmittal forms for classified correspondence and documents, disposing of documents/records; advising IAEA staff on proper handling of unclassified and classified information assets.
  • Oversee the monitoring and update of distribution lists for official correspondence in the correspondence management workflow using the correspondence management application to create and update access groups in correspondence management systems as necessary.
  • Administer the official IAEA mailbox and the SG Mailbox including monitoring the spam, manage network folders and distribute messages to the registration teams, retain messages for l reference, and provide first level support for missing communication.
  • Administer the correspondence management applications including liaising with technical staff in MTIT, SGIS and external service providers to ensure that issues affecting performance, business continuity are addressed in a timely manner. This includes the preparation of information sources on related policy and procedures and provision of training in procedures and best practices for concerned IAEA staff.
  • With the support of the team, perform systematic quality control on data entry in correspondence management systems, report problems to Unit Head.
  • Provides substantive input to the preparation of guidelines, procedures, SOPs, user manual about correspondence management.
  • Manage customer relationships within the assigned areas of responsibility by responding to inquiries, providing customer feedback and ensuring sustained high-quality customer service.
  • Perform records management operations as necessary, may need to lift boxes weighing up to 15KG and work in dusty environment.
Qualifications, Experience and Language skills:
  • Completed secondary education.
  • Minimum of six years of work experience including a minimum of two years in records management and digital communication, email management.
  • Experience with data curation, electronic document and records management software.
  • Work experience in an international environment is an asset.
  • Excellent oral and written command of English and working knowledge in oral and written command of Russian and Spanish, a strong asset. Knowledge of other official IAEA languages (Arabic, Chinese, and French) is an asset.
  • Administrative skills test to IAEA standard might be part of the selection process.