Contracts Administration Assistant, Vienna, Austria

Organization: IAEA - International Atomic Energy Agency

Country: Austria

City: Vienna, Austria

Office: IAEA Vienna, Austria

Grade: G-4

Closing date: Tuesday, 18 May 2021

Contracts Administration Assistant(G4)

( 2021/0227 (020238) )

Organization: NA-Research Contracts Administration Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2021-04-19, 11:06:36 AM

Contract Type : Fixed Term

Regular

Probation Period : 1 Year

Organizational Setting

The Department of Nuclear Sciences and Applications implements the IAEA’s Major Programme 2, ‚Nuclear Techniques for Development and Environmental Protection‘. This Major Programme comprises individual programmes on food and agriculture, human health, water resources, environment and radiation technologies. These programmes are supported by laboratories in Seibersdorf, Monaco and Vienna. The Major Programme’s objective is to enhance the capacity of Member States to meet basic human needs and to assess and manage the marine and terrestrial environments through the use of nuclear and isotopic techniques in sustainable development programmes.

The Research Contracts Administration Section (NACA) manages the IAEA’s coordinated research activities (CRAs). The objective of the coordinated research activities is to stimulate and coordinate the undertaking of research and development in selected nuclear fields by scientists in IAEA and FAO Member States. NACA manages all aspects of the CRAs, including programmatic and financial planning and implementation relating to research, technical and doctoral contracts and research agreements, coordinated research projects (CRPs) and Research Coordination Meetings. NACA is also in charge of the administration of the IAEA’s Collaborating Centres Scheme.

Main Purpose

Reporting to the Section Head, the Contracts Administration Assistant contributes to the efficient administration of the Coordinated Research Activities and Collaborating Centres Scheme. He/she comprises and processes documents and contracts, checks accuracy and quality of information and records and maintains various kinds of data and information.

Functions / Key Results Expected

Depending on changing workloads and priorities the functions include some or all of the following: Carry out duties related to the administration of the research, technical and doctoral contracts and research agreements such as comprising the processing of proposals for contracts and agreements, the preparation and sending of contract/agreement documents and extension letters, data entering and updating regarding the contracting institutions, chief scientific investigators and relevant bank account information, and follow-up of pending issues such as missing progress reports or evaluation reports and unsigned contracts/agreements.)

Check the accuracy and quality of the Research Coordination Meetings (RCMs) inputs done by the technical departments such as the validity of contracts according to established clearance procedures.

Prepare, format and upload information on the CRA website.

Record and maintain information related to the Collaborating Centres Scheme, and prepare relevant standard letters to be sent to the Collaborating Centre or to the Permanent Missions.

Prepare information, tables, charts and other components of documents including large documents, such as the CRA annual report or the CRP Listings for the Information Letter to the Member States.

Organize, maintain and update an efficient online filing system.

Perform back-up or other duties related to the assignment within Coordinated Research Activities and Collaborating Centres Scheme, as assigned by the Supervisor.

Competencies and Expertise

Core Competencies

Name Definition

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

Name Definition

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

Function Name Expertise Description

Administrative Support

Document Management

Experience or knowledge of a document management system and ERP system, preferably Oracle.

Administrative Support

MS Office (Word, Excel, Outlook, PowerPoint)

Proficiency in MS Office and the ability to use databases

Qualifications, Experience and Language skills

Completed Secondary Education.

Minimum of four years of general office support experience, some of which is in an international environment.

Ability to focus on quality and accuracy and pay attention to detail.

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 1) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 40992 (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.

Link to the organization’s job offer: https://unjobs.org/vacancies/1618848539965