Organizational Setting
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.
Main Purpose
Under the supervision of the Section Head of MTGS/ARMS the incumbent ensures the efficient administration of the Archives Unit and is responsible for the development and implementation of strategies, policies, procedures and guidelines for the archival services of ARMS.
Role
The Head of the Archives Unit is: (1) supervisor of the Archives Unit, planning and managing the activities of the Unit to ensure delivery of effective and efficient archival services and facilitating the development of his/her team; (2) expert in archival processes, workflows and archival management systems, capable of making informed decisions regarding the preservation of the Agency's information assets (3) specialist in digital preservation, archival metadata and electronic recordkeeping advising the Section Head and the Director of Division; (4) liaison to other departments/divisions in the Agency on digital preservation, metadata and controlled access to IAEA historical holdings.
Functions / Key Results Expected
- Contribute to Section planning focussing on changing priorities and driving for excellence in line with the IAEA's results-based programming approach, assist with the management of the Section and support the Section Head as required;
- Plan, organize, manage and evaluate the work of the Archives Unit team in order to preserve the historical records of IAEA; ensure that the Archival Programme of IAEA is sound and comprehensive to manage hardcopy and digital records during their archival life-cycle;
- Contribute to policy development related to the management of archival collections, continuously update the relevant chapters of the ARM Handbook, ARMS policies and procedures on archival operations and long-term preservation;
- Oversee physical repositories of the IAEA Archive and Records Centre guaranteeing preservation standards and fulfilling safety and security requirements;
- Oversee the operation of the archival management system in line with quality management standards, including the continuous improvement of workflows. Supervise the maintenance and updating of the archival management system, ensuring the publication of finding aids for both external and internal users.
- Oversee the development and implementation of a digital archiving system. Support its integration with the archival management system and other IAEA recordkeeping systems. Define procedures and workflows for the transfer and preservation of digital archives.
- Prepare work plans, ensure a balanced workload distribution, monitor work performance, assess staff development needs and propose development plans, and guide and supervise the staff of the Unit;
- Identify priorities and targeted projects on digital preservation, electronic recordkeeping, data curation, digitization in relation to IAEA s archival material, proposing technology solutions on addressing data retention challenges on the long-run.
- Monitor the state of the art of the archival domain, researches archival and recordkeeping theories to share knowledge with Section staff and consult on Agency wide projects.