Administrative Assistant(G6)

Organizational Setting

The Department of Safeguards (SG) is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for some 180 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries.

The Department of Safeguards consists of six Divisions\: three Operations Divisions\: A, B and C, for the implementation of verification activities around the world; three Technical Divisions\: Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services; as well as three Offices\: the Office for Verification in Iran, the Office of Safeguards Analytical Services and the Office of Information and Communication Services.

The Division of Concepts and Planning is responsible for strategic planning, the development and promotion of safeguards concepts and policy, the coordination of research and development activities, the implementation of the quality management system of the Department, and the provision and development of training.

Main Purpose

The Administrative Assistant provides administrative support in the areas of human resources, finance and administration to the Division to ensure effective operations and efficient use of funds. She/he may provide day-to-day supervision or guidance to other assistants on administrative matters.

Functions / Key Results Expected

Finance\:

• Brief managers on programme and budget and use of the IAEA's financial system; compile, draft and consolidate information relevant to programme and budget planning and performance assessments; prepare costing, participate in discussions and finalize inputs for approval and submission to the Office of the DDG.
• Prepare financial reports as required and review actual expenditures against budgets to ensure that information on the systems tallies, making corrections when necessary. Keep track of financial expenditures and initiate funds transfers, as required, using the IAEA's financial systems, providing advice to Section Heads and Director on possible use of funds or changes that could be made.
• As designated, act as Alternate Certifying Officer.
  
  

Human Resources\:

• Brief managers and staff on HR procedures and processes, initiate and keep track of actions and ensure that correct procedures and deadlines are followed in the following areas\: post management, job descriptions, recruitment, performance reviews, mobility programme, training, administrative entitlements, extensions, temporary assistance and consultancy services, etc.
• Review new or changed administrative guidelines and disseminate to concerned staff. Monitor the staffing situation of the Division, advise on possible staff movements within the Division; compile statistical information and reports. As required, prescreen applicants, draft interview questions, tests and reports, participate in panel interviews and process recommendations for appointment. With input from management, draft justifications for promotion and merit promotion/award reviews upon request.
  
  

Administrative/Logistical\:

• Brief managers and staff on administrative matters and procedures; coordinate required administrative assignments in the Division including observation of deadlines and provide relevant divisional and in-house liaison by person-to-person contact or correspondence; review/issue (as required) requests for procurement of goods and services, ensure fund availability and use of appropriate budget codes.
• Coordinate and review the quarterly travel plan; review travel authorizations ensuring proper procedures are followed including fund allocation prior to approval of Director; coordinate office space usage.
• Provide guidance, instruction, and support to other General Service staff throughout the Division.
  Work as a team member, providing assistance and/or backup to other administrative or office support staff.
• Participate in special divisional projects, contributing to the development, implementation or enhancement of activities.
  

Competencies and Expertise

Core Competencies

Functional Competencies

Required Expertise

Qualifications, Experience and Language skills

• Completed secondary education.
• Minimum of six years of experience, in several of the following fields\: finance, accounting, human resources, administrative services, or other related fields, at least five of which in an international environment.
• 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 1) 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 50052 (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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