Senior Mail Clerk (G-4)

Position and Grade:	Senior Mail Clerk (G-4)
Organizational Unit:	Mail Unit Archives and Records Management Section Division of General ServicesDepartment of Management
Duty Station:	Vienna, Austria
Issue Date:	30 June 2014
Application Deadline:	28 July 2014
Type of Appointment:	Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes:	2.A.23.C

Organizational Setting

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, and ensures that all Board documents are translated and distributed on a timely basis to Member States. The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections. 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

Under the supervision of the Unit Supervisor, the Senior Mail Clerk is responsible for the day-to-day administration of official outgoing hard copy correspondence ensuring compliance with the IAEA correspondence instructions.

Working Relationships

The Senior Mail Clerk interacts with staff at all levels and also deals with telephone inquiries and direct visits. He/she is required to provide accurate information related to outgoing mail rules and procedures as well as providing guidance as to the most suitable method of dispatch. He/she is also required to work closely with the Records Unit staff, Outgoing Mail Dispatch Clerk, the Central Mail Room and the Courier Services Office.

Functions / Key Results Expected

Oversee all official outgoing correspondences to ensure compliance with the IAEA correspondence instructions and the Secretarial Handbook, and to take corrective action as necessary. Provide training to the Outgoing Mail Control duties/procedures to ensure back-up services. Process returned Action correspondence of previous incoming correspondence for completion of the Action Stamp and take necessary action as required. Sort ARMS copies of outgoing correspondences according to records-groups and send to Records Unit for necessary scanning. Maintain a data file system of specialised areas that require recording. Provide information and respond to queries in regard to outgoing correspondences as required. Act as back-up to the Unit Supervisor and other Mail Unit functions as and when needed.

Knowledge, Skills and Abilities

Good knowledge and familiarity in respect of all aspects of operations related to Mail Unit and Archives and Records Management in general. Excellent communication skills and the ability to provide clear and concise information when dealing with inquiries. Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment. Organizing skills: Ability to prioritise work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking. Interpersonal skills: Ability to communicate effectively and in a tactful manner with staff at various levels and to work in a multicultural environment with sensitivity and respect for diversity. Ability to maintain a range of contacts and deal appropriately with counterparts. Computer skills: Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.

Education, Experience and Language Skills

Completed secondary education. Minimum of four years of work experience in the field of mail processing. Experience in data entry applications. Exposure to an international setting is an advantage. English language test (level 2) and typing test (level 2) to IAEA standard. Language skills: Working knowledge of English is required. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish including German) an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €36 261 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online athttp://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. 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.

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.