Support Programme Assistant, Vienna, Austria
Organization: International Atomic Energy Agency (IAEA)
City: Vienna, Austria
Office: IAEA Vienna, Austria
Closing date: Tuesday, 12 January 2021
Support Programme Assistant(G5)
( 2020/0526 (179405) )
Organization: SGCP-Support Programme Coordination Team
Primary Location: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2020-12-15, 5:19:57 PM
Contract Type : Fixed Term
Probation Period : 1 Year
The Department of Safeguards (SG) is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for over 180 States in accordance with their safeguards agreements. The main objective of the Department is to maintain and further develop an effective and efficient verification system in order to draw independent, impartial and timely safeguards conclusions, thus providing credible assurances to the international community that States are in compliance with their safeguards obligations. Safeguards activities are undertaken within a dynamic and technically complex environment including advanced nuclear fuel cycle facilities and complemented by the political and cultural diversity of the countries.
The Department of Safeguards consists of six Divisions: three Operations Divisions for the implementation of verification activities around the world; three Technical Divisions (Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services); and three Offices (the Office for Verification in Iran, the Office of Safeguards Analytical Services and the Office of Information and Communication Services).
Within the Office of the Deputy Director General, Head of the Department of Safeguards, the Section for Safeguards Programme Coordination serves as the principal advisory body in support of the entire management of the Department including formulation and execution of departmental management policies and procedures. The Section provides internal coordination and support in the areas of programme and budget, human resources, performance monitoring, effectiveness evaluation, communication, reporting and project support.
The Division of Concepts and Planning (SGCP) is responsible for strategic planning, the development and promotion of safeguards concepts and policy, the coordination of research and development activities, the implementation of the quality management system of the Department, and the provision and development of training.
The Section for Strategic Planning and External Coordination (CPC) is one of four Sections in the Division of Concepts and Planning. It is responsible for Departmental planning of strategic and programmatic activities in coordination with the Office of DDG-SG and coordination of external support, in particular from IAEA Member States, to safeguards development and implementation activities, within the Departmental strategic framework. It also manages and supports Departmental participation at outside events and coordinates the Director’s General Standing Advisory Group on Safeguards Implementation (SAGSI), as well as Departmental reporting activities to the IAEA’s policy-making bodies.
As a member of a team led by the Support Programme Coordination Team Leader, the Support Programme Assistant provides effective and efficient administrative support for coordination of Member State Support Programmes (MSSPs) which assist the IAEA in implementing its development and implementation support programme.
Functions / Key Results Expected
Manage MSSP task proposal and task workflows: draft MSSP related letters, obtain clearances, distribute to MSSPs, maintain records, review actions from MSSP meetings, activate accepted tasks and draft and distribute acceptance letters.
Organize MSSP Review Meetings including meeting documents preparation and drafting summary of actions.
Maintain the Support Programme Information and Communication System (SPRICS): ensure correctness of timely data input, generate various reports and distribute them within the Department and to MSSPs. Contribute to SPRICS2.0 implementation through system testing and ensuring correct data migration.
Prepare travel budget forecasts for MSSPs: request and compile input from the Department, prepare summaries and distribute them to MSSPs. Monitor the MSSP approved travel implementation and maintain their records.
Tags civil servants human resources information management library logistics nuclear fuel cycle quality management research and development
Provide clerical support for acceptance of voluntary contributions from Member States; review all outgoing correspondence, ensuring that it follows corporate communication guidelines; and provide formatting and editing support for various technical documents prepared by Support Programme Coordination Team.
Manage the library of all MSSP reports on completed tasks and ensure that MSSP task status reports are made available to the Department.
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.
Correspondence and Written Communication
Good experience drafting and correcting routine correspondence and documents in accordance with established standards and requirements.
MS Office (Word, Excel, Outlook, PowerPoint)
Extensive experience in using MS Office (Word, Outlook, Excel and Powerpoint) and maintaining electronic filing.
Experience with drafting agendas, handing the logistics, and making administrative preparations for the successful conduct of routine meetings involving internal and external participants.
Qualifications, Experience and Language skills
Completed secondary education.
Minimum of five years of relevant working 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.
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.