Office Assistant (MTIT)(G5)

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 Information Technology provides support to the IAEA in the field of information and communication technology (ICT), including information systems for technical programmes and management. It is responsible for planning, developing and implementing an ICT strategy, for setting and enforcing common ICT standards throughout the Secretariat and for managing central ICT services. The IAEA's ICT infrastructure comprises state of the art hardware and software platforms in a partially decentralized environment. The Division has implemented an IT service management model based on ITIL (IT Infrastructure Library) and Prince2 (Projects in a Controlled Environment) best practices.

The Infrastructure Services Section (ISS) is responsible for administering the ICT systems and virtualization platforms, providing secure services and managing the data centre. The platforms include Microsoft Windows servers, Linux servers, data storage and transmission networks and an IBM mainframe, serving 2500 IAEA staff-members and a large user-base throughout the world.

Main Purpose

Reporting to a Section Head, the Office Assistant manages the office support in the Section, ensuring its smooth functioning, and provides office assistance to the Section Head and staff members in the Section.

Functions / Key Results Expected

• Provide logistical support for the Section's activities, such as making travel arrangements, scheduling appointments and meetings and assembling background material required for the above activities;
• Administer the office space arrangements of the Section and maintain awareness of secure areas.
  Provide required support and/or backup to staff in Director's Office and DDG-MT's Office;
• Coordinate logistics support to IT contractors and monitor contract costs and payments;
• Initiate procurement requisitions for the Section's planned procurement and receipting for goods and services delivered for authorizing payments;
• Collect input to prepare the procurement plan and travel plan for the Section;
• Assist with document management for the Section;
• Provide support to AA on Financial budgeting, forecasting and cost monitoring for the Section.
  
  

Competencies and Expertise

Core Competencies

Functional Competencies

Required Expertise

Qualifications, Experience and Language skills

• Completed secondary education.
• Foundation Certifications of ITIL and Prince2 an asset.
• Minimum of five years of general office support experience; Experience in using Oracle iProc to initiate procurement requisitions, receipting for goods and services delivered for authorizing payments;
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• English language test (level 2) and typing test (level 1) to IAEA standard.

  
   

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 43257 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

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.
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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.
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