Team 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 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 Radiation, Transport and Waste Safety (NSRW) develops and maintains standards for radiation protection, radioactive waste safety, and safety in the transport of radioactive material that enable the beneficial uses of radiation to be used while ensuring appropriate protection of workers, the public and patients. It also assists Member States in the implementation of these standards and provides related services.

The Regulatory Infrastructure and Transport Safety Section (RIT) is responsible for providing Member States with safety standards, guidance and tools to foster regulatory infrastructures for the control of radiation sources, for the safe transport of radioactive material and for managing information to identify the needs of Member States with a view to improving radiation, transport and waste safety.

The Technical Assistance and Information Management Unit is responsible for the overall coordination and management of the Division's activities related to the application of the IAEA's safety standards in Member States. These activities include the provision of assistance through technical cooperation projects, promoting education and training, providing services and appraisals, fostering information exchange, and supporting research and development. The Unit is also involved in implementation in some of the aforementioned areas. In addition, the Unit is responsible for maintaining an overview of the overall radiation safety situation in Member States receiving IAEA assistance. This aids the IAEA in general, and the Division in particular, in identifying the real needs and priorities of Member States receiving IAEA assistance and in assessing the outcome of IAEA activities for these countries. The Unit is also responsible for managing the Division's information systems.

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

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.
-------------------------------------------------------------------------------------------------------------------------------------------------------------
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.
-------------------------------------------------------------------------------------------------------------------------------------------------------------