IEC Assistant(G4)

Organizational Setting

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

The Incident and Emergency Centre (IEC) is part of the Department of Nuclear Safety and Security and reports to the Deputy Director General, Head of the Department. The IEC serves as the IAEA's focal point for preparedness and response to nuclear and radiological incidents and emergencies regardless of their cause, and for strengthening Member States' preparedness for response.

Main Purpose

The IEC Assistant manages the front office support in the IEC, ensuring its efficient functioning and, provides support to the Centre Head.

Functions / Key Results Expected

Correspondence and Records Management 

• Receive, review and screen all incoming correspondence to ensure that it is routed to the appropriate officer for information or action; and maintain a follow-up system.
• 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 Centre Head in preparing correspondence, reports, project or programme plans.
• Prepare graphs, charts and other visual aids for use by the Centre Head 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.
• Support Centre Head by assembling specific background information for regular internal and external meetings with the IAEA management, representatives of Permanent Missions of the IAEA Member States and Member States officials.
• Prepare quarterly travel plans.
• Set up the IEC infrastructure for official visits ensuring readiness of all necessary equipment, screens and video wall with displayed information, which is particular for individual visits.
• Take and prepare minutes and/or notes of internal meetings.
• Make travel and hotel arrangements, prepare travel authorizations/claims for the Centre Head and/or participants and compile, calculate and prepare cost estimates.
  
  
  Administrative activities
  
• Provide continuous coverage of the front office.
• Maintain the Time, Attendance and Leave Management System (TAMS) for the IEC and manage overall administration of the Centre Head's office and for the whole IEC (supplies, and furniture requests).
• Assist the Administrative Assistant in administering office space arrangements of the IEC and maintain awareness of secure areas.
• Provide guidance, instruction, and support to other General Service staff throughout the IEC, and coordinate such assignments as front office coverage.
• 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).
• 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 Centre Head, may distribute work among the other support staff of the IEC, 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

Functional Competencies

Required Expertise

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, French, Russian and Spanish) is an asset.
• English typing test (Level 2) and English language 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 37917 (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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