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. The Records Unit is responsible for the management of records, capable of supporting IAEA business functions and activities.
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
Duration in Months:6.
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 (4) a facilitator of cooperation with all Departments in the IAEA on records management systems including the Electronic Records Management System (ERMS).
Functions / Key Results Expected
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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.
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Ensure economy and efficiency in the creation, use, maintenance and disposal of records by coordinating and monitoring the IAEA's records management programme.
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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.
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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.
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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.
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Advise managers and staff on the use of records systems and complex records issues by developing and presenting tools and solutions.
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Lead and guide the formulation, standardization and delivery of training on the records management programme to staff of the Section and throughout the IAEA.
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Ensure accurate and up-to-date documentation for Records Unit functions and responsibilities.
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Implement forms management policy by monitoring the forms programme, reviewing requests to create or update IAEA-wide forms and providing approval for requests.
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Contribute to the management of the Section and support the Section Head as required.
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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.