Associate Records Officer, Vienna, Austria

Organization: IAEA - International Atomic Energy Agency

Country: Austria

City: Vienna

Office: IAEA Vienna, Austria

Grade: P-2

Closing date: Tuesday, 28 December 2021

Associate Records Officer(P2)

( 2021/0582 (218966) )

Organization: MTGS-Archives and Records Management Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2021-11-26, 12:27:57 PM

Contract Type : Fixed Term


Probation Period : 1 Year

Organizational Setting

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), 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.

Main Purpose

Under the direct supervision of the Section Head of MTGS/ARMS the Associate Records Officer contributes to the effective and efficient implementation of the IAEA Records and Information Management (RIM) Policy. This involves supporting the records and information management projects of MTGS/ARMS, contributing to the departmental retention policies and monitoring the implementation of these policies following the MTGS Strategic Plan. The Associate Records Officer is also the focal point for internal communication with all IAEA stakeholders in regards to evolving needs in digital record-keeping and data governance.


The Associate Records Officer is: (1) an analyst researching and monitoring records and information management developments in the changing technological landscape and providing advice on digital record-keeping applications, solutions;
(2) a collaborator on implementing the Agency RIM Policy in close cooperation with the three units of MTGS/ARMS;
(3) a solution specialist in the development of new tools for managing digital records and data in the Agency;
(4) member of the MTGS/ARMS outreach team to promote information and data governance best practices in the Agency.

Functions / Key Results Expected

Assess business processes with records and document management components through agile methodology to propose improvements, efficiencies, and more effective solutions in compliance with Agency policies and procedures.

Contribute to advanced records management operations: records surveys, file plans, retention schedules, disposition management in support of MTGS/ARMS functions;
Contribute to ICT projects with relevancy to the Section or Division on digital record-keeping, document management, digital preservation and data governance representing MTGS/ARMS.

Consolidate and analyse large data sets for reporting, identify and implement KPIs, produce technical documentation or reports for RIM activities and processes.

Work on digital collections, electronic transfers, data curation tasks following Agency policies and procedures, professional standards and best practices.

Coordinate the development of RIM training curriculum, and training materials, guidelines and courses.

Competencies and Expertise

Core Competencies

Name Definition


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.


Actively contributes to achieving team results. Supports team decisions.

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.

Functional Competencies

Name Definition

Analytical thinking

Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.

Client orientation

Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

Judgement/decision making

Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.

Required Expertise

Function Name Expertise Description

Information Management


Ability to collect, retrieve and analyse large volumes of information.

Management and Programme Analysis

Project Management

Knowledge of project design, monitoring and evaluation.

Qualifications, Experience and Language skills

Knowledge of ISO ISMS and/or ISO BCMS standards

University degree in social sciences, law, public/business administration or a related field.

Experience with Scrum, Prince 2, and/or Lean Six Sigma

Minimum two years of experience in information governance with focus on document management, records management, archives in an international environment.

Demonstrated experience in administering records management, document management applications such as Open Text CS 20, MS Office 365 and others.

Project management certification is desirable.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.


The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $48805 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 21669*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks‘ annual vacation, home leave, pension plan and health insurance


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. 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. Testing may be part of the recruitment process

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