Programme Management Assistant, Vienna, Austria
Organization: International Atomic Energy Agency (IAEA)
City: Vienna, Austria
Office: IAEA Vienna, Austria
Closing date: Monday, 15 February 2021
Programme Management Assistant(G5)
( 2021/0064 (016849) )
Organization: TCLAC-Latin America and the Caribbean Section 1
Primary Location: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2021-01-18, 12:14:07 PM
Contract Type : Fixed Term
Probation Period : 1 Year
The Department of Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEA’s technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme.
The Division for Latin America and the Caribbean is responsible for planning, programming, implementing and monitoring the IAEA’s technical cooperation programme in the region, in line with the IAEA Statute, and the guiding principles and policies on technical cooperation, and operational guidelines. The Division responds to developmental priorities in Member States through effective programme management, increased Member State engagement, partnership building and improved coordination in the region.
Under the supervision of the Section Head, the Programme Management Assistant processes implementation actions related to one of the three human resource components of projects (training courses/placement of fellowship/recruitment of experts) in accordance with established policies and procedures and quality standards. He/she independently processes all actions related to project components and seeks guidance on cases deviating from standard procedures.
Functions / Key Results Expected
Manage the administrative arrangements for one of the project components (training courses/placement of fellows/recruitment of experts) and ensures completeness of relevant records.
Review requests for completeness and correctness.
Liaise with counterpart institutions in Member States to clarify and coordinate administrative and financial arrangements following IAEA standards and procedures.
Prepare standard contracts and make travel and financial arrangements, based on approved costs.
Provide correct coding information; prepare obligations and payment requests, reconciling budgets with expenditure; ensure accuracy of entitlements and follow up outstanding obligations or refunds to close accounts.
Administer entitlements for experts/consultants and process authorized changes in contracts including extensions and separations.
Provide back up for at least one of the other components.
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.
Knowledge sharing and learning
Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.
Correspondence and Written Communication
Ability to draft correspondence and correct documents in accordance with established standards and requirements.
MS Office (Word, Excel, Outlook, PowerPoint)
Good working knowledge of Microsoft Office 2010.
Excellent ability to manage conflicting priorities and deal with tasks related to meetings, appointments, travel, and follow-up.
Qualifications, Experience and Language skills
Completed secondary education.
Tags civil servants knowledge sharing latin america programme management technical cooperation
Minimum of five years of relevant working experience in a clerical/administrative position, some of which in an international organization.
Experience in project or personnel administration.
Good oral and written command of English and Spanish. Knowledge of other official IAEA languages (Arabic, Chinese, French and Russian) 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.