Implementation Assistant (G5), Vienna, Austria
Organization: International Atomic Energy Agency (IAEA)
City: Vienna, Austria
Office: IAEA Vienna, Austria
Closing date: Tuesday, 20 April 2021
( 2021/0164 (127719) )
Organization: NEFW-Nuclear Fuel Cycle and Materials Section
Primary Location: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2021-03-23, 1:11:36 PM
Contract Type : Fixed Term
Probation Period : 1 Year
The objective of the Department of Nuclear Energy (NE) is to foster the efficient and safe use of nuclear power by supporting interested Member States in: improving the performance of nuclear power plants, the nuclear fuel cycle, and the management of nuclear wastes; catalysing innovation in nuclear power and fuel cycle technologies; developing indigenous capabilities around the world for national energy planning; deploying new nuclear power plants; preserving and disseminating nuclear information and knowledge; and advancing science and industry through improved operation of research reactors.
The department has a dynamic, participative and interactive operating environment with inputs received from the Board of Governors, the General Conference, policy and decision-makers, and technical counterparts in Member States and the international development community.
The Division of Nuclear Fuel Cycle and Waste Technology (NEFW) comprises the Nuclear Fuel Cycle and Materials Section, the Waste Technology Section, the Decommissioning & Environmental Remediation Section and the Research Reactor Section. The Division seeks to support Member States in building their capacity to access technologies, to share good practices and to develop safe and effective approaches across all aspects of research reactors, nuclear fuel cycle, decommissioning, radioactive waste management and environmental remediation.
The Nuclear Fuel Cycle and Materials Section (NFCMS) assists interested Member States in the development of safe, environmentally friendly, economically viable, proliferation-resistant and sustainable fuel cycle options and it encourages information exchange on the exploration, mining and processing of uranium and thorium, on the design, manufacturing and performance of nuclear fuels, on the management of spent fuel, and on the development of advanced and innovative nuclear fuels and fuel cycles.
Reporting to the Supervisor and acting as a team member, the Implementation Assistant supports several professionals and manages the administrative arrangements related to the programme area. He/she independently processes all administrative actions related to the recruitment of experts, lecturers, consultants, training course participants and meeting participants. He/she ensures that the implementation of actions and tasks, such as training events, technical meetings, expert missions and consultancies, are done in accordance with established policies and procedures and quality standards.
Functions / Key Results Expected
Arrange travel for staff and non-staff as well as TC related activities for staff, consultants and meeting participants using the Agency Systems, such as AIPS Events Management, TRAC and TC-PRIME. Responsible for problem-solving regarding administrative arrangements according to the IAEA Financial Rules & Regulations.
Schedule, coordinate, implement and follow-up on all activities involved in organizing internal/external meetings, seminars, workshops, Web-based meetings, and conduct eTraining Web-Ex meetings.
Initiate, process and follow-up on the recruitment of consultants using the applicable corporate systems and carry out all activities required to ensure timely payment (TALEO, iProc).
Create, maintain and manage Excel files, lists and graphs; and input, retrieve and assemble data from databases using commercial or IAEA specific software applications to provide statistical values on Training courses/workshops participation, gender and geographical distribution.
Act as focal point and support Administrative Assistant in coordinating activities by compiling and consolidating information from various systems and sources such as AIPS Dashboards, OBIEE reports, etc. related to the preparation of the yearly meeting plan the end of year Contribution in Kind, and carrying quality control on travel documents and correspondence.
Act as Team Member providing back-up, guidance and support to other assistants as required and/or instructed by the Supervisor.
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.
Function Name Expertise Description
Correspondence and Written Communication
Proven record of editing and quality check of official correspondence
MS Office (Word, Excel, Outlook, PowerPoint)
Proficiency in MS Office 2010 and the ability to use databases
Management and Programme Analysis
Practice in implementation of projects, inter alia, financial planning, financial monitoring, acceptance of contributions, etc.
Travel and Visa Support
Background in arranging travel and visa for staff and non-staff as well as TC related activities for staff, consultants and meeting participants
Qualifications, Experience and Language skills
Completed secondary education
Minimum of five years of relevant work experience in a clerical/administrative position, some of it in an international organization.
Knowledge of the administrative procedures and policies relating to IAEA meetings, highly desirable.
High degree of accuracy and ability to pay attention to detail.
Knowledge of and experience in using the IAEA’s corporate system (AIPS, iProc, AIPS contacts online etc.) an asset.
English language test (level 2) to IAEA standard.
Good 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.
Link to the organization’s job offer: https://unjobs.org/vacancies/1616607543121