By continuing to browse this site, you agree to our use of cookies. Read our privacy policy

Coordination Assistant (Commissary)(G6)

Vienna | IAEA Headquarters

  • Organization: IAEA - International Atomic Energy Agency
  • Location: Vienna | IAEA Headquarters
  • Grade: Administrative support - GS-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Renewable Energy sector
    • Monitoring and Evaluation
    • Nuclear Technology
    • Commissary Management Section
  • Closing Date: Closed

Organizational Setting

 

The Department of Management’s Division of General Services (MTGS) provides service functions to the IAEA through its five Sections that ensure facilities management for its headquarters and for the Seibersdorf laboratories campus, travel, transport and general support services, archives and records management, and the operation of the Vienna International Centre Commissary.

 

Among the five Sections, the Commissary Management Section (CMS) is responsible for the management of the Agency’s tax and duty-free store at the Vienna International Centre. The Commissary is operated under the authority of the Director General of the IAEA and regulated by the HQ Agreement with the Host Country. It was established as a self-sustaining and non-profit making operation in order to facilitate the purchase of limited quantities of consumer goods by the diplomats of Permanent Missions of Member States accredited to the UN organizations, staff members of the UN organizations based at the VIC as well as of other authorized organizations.


Main Purpose

 

Under the supervision of the Section Head the Coordination Assistant coordinates, supports and reviews projects and initiatives from planning to design and development, implementation and documentation including summarizing relevant data and reports. He/she produces related documents, identifies inconsistencies and/or suggests or initiates revisions of established work processes to improve efficiencies and ensure compliance and coherence with established standards.


Functions / Key Results Expected

 

  • Coordinate and summarize key elements of project requirements at procedural/operational level such as workflow and process analysis and other related documents for development and design of project/initiative. Liaise and coordinate with contractors and suppliers relevant required information, if applicable.
  • Collect and compile project documentation including project work plans and progress reports. Maintain up-to-date files and records of project documentation from development to implementation of project. Prepare draft reports and statistics as required. Conduct background researches related to project requirements and project outputs, summarize data and prepare drafts of results.
  • Oversee and coordinate activities and logistics of project plan and implementation on daily basis with project counterparts.
  • Report inconsistencies and identify unprecedented problems related to progress of project and/or recommend or initiate follow-up of solutions such as to adopt best practices to achieve compliance and coherence with relevant standards and regulations or streamline workflows in liaison with other work areas, if appropriate. Independently identify and suggest process improvement initiatives related to Commissary business activities.

Competencies and Expertise

Core Competencies

Name Definition
 
Planning and Organizing Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.
 
Communication Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.
 
Achieving Results Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.
 
Teamwork Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

Name Definition
 
Analytical thinking Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.
 
Judgement/decision making Consults with supervisor/manager and takes decisions in full compliance with the Agency’s regulations and rules. Makes decisions reflecting best practice and professional theories and standards.
 
Commitment to continuous process improvement Plans and executes activities in the context of quality and risk management and identifies opportunities for process, system and structural improvement, as well as improving current practices. Analyses processes and procedures, and proposes improvements.

Required Expertise

Function Name Expertise Description
     
Administrative Support Correspondence and Written Communication Ability to draft clear and concise communication material, edit large size reports.
     
General Services Data and Information Analysis and Reporting Ability to extract relevant data from the reports and databases.
     
Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Sound IT skills, including in-depth experience with MS Office.

Qualifications, Experience and Language skills

 

  • Completed secondary education.
  • Additional appreticeship in sales, marketing and communication field preferred.
  • A minimum of six years of work experience in customer relations and / or marketing, market research or promotional activities. Experience in assisting with projects in retail industry is an asset.
  • Excellent oral and written command of English and German. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
  • English language test (Level 2) and English typing test (Level 2) 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.
-------------------------------------------------------------------------------------------------------------------------------------------------------------
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.
-------------------------------------------------------------------------------------------------------------------------------------------------------------

This vacancy is now closed.
However, we have found similar vacancies for you: