Planning and Coordination Assistant(G5)

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 Technical and Scientific Services (SGTS) is the departmental branch for nuclear and other measurement systems applied in verification activities, containment and surveillance techniques and all verification logistics. Within the Department of Safeguards, the Division of Technical Support is responsible for the development and implementation of the Department's equipment systems.

The Systems Integration and Coordination Section (TSI) comprises three teams (technical units)\: Project Engineering; Remote Monitoring; and Seals. This Section acts as the Division's focal point for broad based support needed by the Operation Divisions in instrumentation data processing and review, remote data collection, development and application of sealing, containment and instrument security technologies, as well as in development and deployment of complex and integrated equipment systems. The Section is also responsible for maintenance, enhancement and quality assurance of the divisional infrastructure for instrumentation development and authorization.

Main Purpose

Reporting to a Section Head, the Planning and Coordination Assistant manages the lifecycle of SGTS documents, ensuring they meet Divisional standards and are in compliance with departmental QM regulations. The Planning and Coordination Assistant also contributes to the efficient operation of the office by providing assistance and advice on the administration practices and procedures.

Functions / Key Results Expected

• Update and maintain databases and perform quality control of records by uploading documents and checking document records in AIIS, Document Manager, Livelink (or in other IAEA document-related systems) and on the SGTS site of SG Portal;
• Prepare, distribute and maintain relevant documentation, ensuring that documents are registered in appropriate IT systems and intranet sites. Draft, proof-read, track and file documentation. Maintain and update physical and electronic files. Manage the document repository including access rights, version control and communicating updates to relevant staff;
• Check documentation, records and correspondence for accuracy and conformity with established policies and specific drafting instructions, including established Quality Management standards. Verify that documentation security classifications are correctly applied and are consistent with departmental regulations. Correct, compile and update documents as required;
• Alert the supervisor of required corrective actions or of non-conformities with established rules and providing suggestions for process improvements;
• Provide administrative and logistical support to the Section\: organise meetings, workshops and conferences, including arranging appointments, preparing agendas, compiling working papers and presentation material, taking notes and summaries and drafting minutes of technical meetings, maintaining meeting records and tracking deadlines and follow-up action on agreed decisions, as required; draft standard correspondence, ensuring that formal correspondence is sent through the correct channels and in accordance with relevant instructions;
• Act as a point of contact for travel scheduling and process travel using the Safeguards' Integrated Scheduler and Planner (ISP) and AIPS Travel Arranger systems;
• Assist with section related procurement;
• Provide guidance to other staff in the programme area on administrative practices and procedures as well as on the utilisation of databases.
  

Competencies and Expertise

Core Competencies

Functional Competencies

Qualifications, Experience and Language skills

• Completed secondary education. Education or experience in technical areas is a strong asset.
• Minimum of five years of progressively responsible administrative experience or experience working in a customer service environment.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• English typing (Level 1) and English language tests (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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