Implementation Assistant (NS) (G5), Vienna, Austria

Organization: International Atomic Energy Agency (IAEA)

Country: Austria

City: Vienna, Austria

Office: IAEA Vienna, Austria

Closing date: Friday, 12 March 2021

Implementation Assistant (NS)(G5)

( 2021/0112 (080576) )

Organization: NSRW-Control of Radiation Sources Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2021-02-12, 6:17:03 PM

Contract Type : Fixed Term

Extrabudgetary

Probation Period : 1 Year

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 Division of Radiation, Transport and Waste Safety 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 exploited while ensuring appropriate protection of workers, the public, patients and the environment. 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 infrastructure for radiation safety, 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 Control of Radiation Sources Unit is responsible for the development of standards for regulatory infrastructure for radiation safety, and for providing for the application of these standards in Member States. It organizes Integrated Regulatory Review Service (IRRS) and Advisory Missions related to regulatory infrastructure in the various fields of radiation safety. It is also responsible for the Code of Conduct on the Safety and Security of Radioactive Sources and the associated import/export guidance.

Main Purpose

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.

Compile participant nominations and summarize proposed recommendations for the Technical Officer.

Tags civil servants data management nuclear safety radiation protection safety and security safety standards

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

Core Competencies

NameDefinition

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.

Communication

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.

Achieving Results

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.

Teamwork

Actively contributes to achieving team results. Supports team decisions.

Functional Competencies

NameDefinition

Analytical thinking

Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.

Client orientation

Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

Resilience

Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required Expertise

FunctionNameExpertise Description

Administrative Support

Data Management

Experience in maging data as a project administrator

Administrative Support

Data and Information Analysis and Reporting

Experience in managing data and formatting reports

Asset Expertise

FunctionNameExpertise Description

Administrative Support

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

Administrative Support

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.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Remuneration

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.

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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.