Implementation Assistant (NS), Vienna, Austria
Organization: International Atomic Energy Agency (IAEA)
City: Vienna, Austria
Office: IAEA Vienna, Austria
Closing date: Friday, 4 September 2020
Implementation Assistant (NS)(G5)
( 2020/0377 (216018) )
Organization: NSNS-Radioactive Material Security Unit
Primary Location: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2020-08-07, 7:35:39 AM
Contract Type : Fixed Term
Probation Period : 1 Year
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 needs of its Member States related to nuclear safety and nuclear security.
The Division of Nuclear Security (NSNS) is responsible, upon request, for establishing, coordinating and implementing the IAEA’s nuclear security programme to protect against, detect and respond to nuclear security events and threats thereof. NSNS comprises four Sections:
Information Management Section
Nuclear Security of Materials Outside of Regulatory Control Section
Nuclear Security of Materials and Facilities Section
Programme Development and International Cooperation Section
The Nuclear Security of Materials and Facilities Section (MAFA) is responsible, upon request, to assist States for activities related to implementation of the CPPNM and its Amendment and the Code of Conduct on Safety and Security of Radioactive Sources, establishing and sustaining nuclear security systems and measures for nuclear material, other radioactive material, associated facilities and associated activities being under regulatory control. These activities include developing nuclear security guidance consistent with relevant binding and non-binding international instruments, as well as assisting Member States in implementing their effective nuclear security legislative and regulatory frameworks. The Section performs assessment and provides advice through the International Physical Protection Advisory Service and expert missions, assists human resource development, including education and training through international, regional and national training courses and workshops, develops methodologies and promotes dialogue and cooperation through consultancy meetings, Coordinated Research Projects and technical meetings, and assists security upgrades.
The Radioactive Material Security Unit is responsible for performing activities related to nuclear security of radioactive material in use and storage, associated facilities and activities, including secure lifecycle management of disused sealed radioactive sources, and the technical implementation of the Code of Conduct on Safety and Security of Radioactive Sources and its supplementary guidance documents.
Under the supervision of the Head of the organizational unit, the incumbent contributes to the implementation of actions and tasks relating to the relevant programme area, i.e. training events, technical meetings, expert missions and consultancies in accordance with established policies and procedures and quality standards. The incumbent independently processes all administrative actions related to the recruitment of experts, lecturers, consultants, and training course and meeting participants.
Functions / Key Results Expected
Serve as the point of contact for logistical and financial arrangements, prepare cost estimates based on budget considerations, and provide administrative assistance working with IAEA electronic systems (AIPS, iProc, etc.).
Assist in the scheduling, coordination, implementation and follow-up of missions, training events, technical visits, conferences and meetings, including drafting documents and managing the clearance process.
Arrange travel for staff, consultants and meeting participants using the Events Management System and the Agency’s TRAC system. Arrange for the hiring of consultants utilizing TALEO.
Responsible for problem-solving regarding administrative arrangements (travel, financial transfers, etc.) according to the IAEA Financial Rules and Regulations. Ensure that final accounts are settled correctly.
Tags civil servants information management international cooperation international instruments nuclear safety safety and security
Compile participant nominations and summarize proposed recommendations for the Technical Officer.
Responsible for filing (electronic and hardcopy) of all relevant documents for each event.
Support the preparation of meeting papers, mission reports and training materials.
Within the assigned responsibilities, liaise between the Division and missions, host governments, United Nations Development Programme and different Departments of the IAEA.
Work collaboratively with other support staff in the Division and perform other administrative duties as required.
Competencies and Expertise
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.
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.
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.
Actively contributes to achieving team results. Supports team decisions.
Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.
MS Office (Word, Excel, Outlook, PowerPoint)
Proficiency in the use of MS Office 2010 (Word, PowerPoint, Excel, Outlook), which is the IAEA’s standard, Adobe Acrobat, and ability to use databases
Travel and Visa Support
Knowledge of travel rules and regulations and visa processes necessary for Agency meeting participants.
Qualifications, Experience and Language skills
Completed secondary education.
Minimum of five years of relevant work experience in a clerical/administrative position, preferably in an international organization.
Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
English language test (Level 2) to IAEA Standard.
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 47422 (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.