Team Assistant(G4)

Vienna | Vienna | IAEA Headquarters

Organizational Setting

 

The Department of Nuclear Safety and Security (NS) formulates and implements the IAEA's nuclear safety and security programme, which encompasses the Agency's activities to protect people and the environment from radiation exposure, and responds to the safety and security related needs of its Member States.

The Division of Nuclear Security (NSNS) is responsible for coordinating and implementing the IAEA's nuclear security programme to protect against, detect and respond to criminal acts or acts of nuclear terrorism and threats thereof. NSNS comprises four Sections\:


•Nuclear Security of Materials Outside of Regulatory Control Section
•Nuclear Security of Materials and Facilities Section
•Information Management Section
•Programme Development and International Cooperation Section

The Nuclear Security of Materials Outside of Regulatory Control Section is responsible for activities that assist States in establishing and maintaining nuclear security systems and measures for the prevention and detection of, and response to, nuclear and other radioactive material outside of regulatory control. These activities include developing nuclear security guidance that is consistent with the relevant binding and non-binding international legal instruments, as well as providing assistance, upon request, to States in implementing the nuclear security framework. In addition to the development of nuclear security guidance, the Section provides evaluation and assessment services, education and training activities, develops methodologies, and assists in security upgrades relating to nuclear and radioactive material detection and response capabilities. The Section organizes a large number of evaluation missions, training courses and workshops, and convenes technical meetings for methodology development.


Main Purpose

 

Reporting to a Section/Unit Head/Supervisor and providing support to a group of Professionals, the Team Assistant contributes to the efficient operation of the office by providing assistance and advice on the administrative practices and procedures.


Functions / Key Results Expected

 

Correspondence and Records Management 

  • Draft standard correspondence according to corporate communication guidelines. Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures.
  • On the basis of general instructions, search office files and records and select information for use by the supervisor(s) in preparing correspondence, reports, project or programme plans.
  • Prepare graphs, charts and other visual aids for use by the supervisor(s) or experts in seminars, meetings, workshops and presentations. May prepare and format documents for Internet publication.
  • Responsible for the work unit's Records Office in terms of\: maintaining file lists, finding aids, paper and electronic files according to corporate standards, liaising with ARMS (Archives and Records Management Section) staff on records management issues, providing information to colleagues on records management standards and practices, facilitating paper file transfers and retrievals, and ensuring the proper handling of records of separating staff members.

Meetings and logistics 

  • Make arrangements for internal/external meetings, seminars and other events. This may require such activities as the implementation of logistics, preparation of invitation letters and the typing, compilation and distribution of working documents and other material.
  • Take and prepare minutes and/or notes of internal meetings.
  • Make travel and hotel arrangements, prepare travel authorizations/claims for the supervisor(s) and/or participants and compile, calculate and prepare cost estimates.

Administrative activities

 

  • Input, retrieve and assemble information into/from databases using commercial or IAEA specific software applications.
  • May calculate and prepare standard limited components of the programme and budget (e.g. printing requirements, consultancies) and the financial plan for the Unit/Section and may keep track of the financial budget/expenditure of the Unit/Section.
  • Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans.
  • On behalf of the supervisor, may distribute work among the other support staff of the Section, explaining work methods, assisting with routine problems and checking work in progress to ensure compliance with administrative rules and regulations.
  • Provide required support and/or backup to staff in executive offices.

 

 

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
 
Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
 
Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.
 
Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

 

Required Expertise

 

Function Name Expertise Description
     
Administrative Support Correspondence and Written Communication Ability to draft routine correspondence and correct documents in accordance with established standards and requirements
     
Administrative Support Guidance and Training Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures
     
Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office and the ability to use databases

Qualifications, Experience and Language skills

  • Completed secondary education.
  • Minimum of four years of general office support experience, some of which in an international environment.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, Russian and Spanish) is an asset. 
  • English typing (Level 2) and English language tests (Level 2) to IAEA standard. 

 


Remuneration

 

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 37395 (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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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
Apply
  • Organization: IAEA - International Atomic Energy Agency
  • Location: Vienna | Vienna | IAEA Headquarters
  • Grade: GS-4, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Administrative support
    • Nuclear Technology
    • Energy sector
    • Technology, Electronics and Mechanics
    • Administrative support
  • Closing Date: 2017-09-07

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