Project Assistant (NE), Vienna, Austria

Organization: IAEA - International Atomic Energy Agency

Country: Austria

City: Vienna, Austria

Office: IAEA Vienna, Austria

Grade: G-5

Closing date: Wednesday, 23 June 2021

Project Assistant (NE)(G5)

( 2021/0290 (222504) )

Organization: NE-Office of the Deputy Director General

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2021-05-26, 10:39:53 AM

Contract Type : Fixed Term


Probation Period : 1 Year

Organizational Setting

The objective of the Department of Nuclear Energy 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; in catalysing innovation in nuclear power and fuel cycle technologies; in developing indigenous capabilities for national energy planning; in deploying new nuclear power plants; in preserving and disseminating nuclear information and knowledge; and in advancing science and industry through improved operation of research reactors.

Main Purpose

Under the supervision of the Project Manager and in close cooperation with other staff of the IAEA Marie Skłodowska-Curie Fellowship Programme (MSFP) Project Management Team (PMT), the Project Assistant (NE) supports several professionals and manages the administrative arrangements related to the MSFP area.

Functions / Key Results Expected

Review the application forms for completeness and correctness.

Support the Project Manager and Project Management Team in communication with fellowship candidates, universities and other external parties.

Assist the Project Management Team in assessing the applicants `credentials taking into account specific donors ‚requests.

Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans.

Prepare obligations and payment requests, reconciling budgets with expenditure; ensure accuracy of entitlements and follow up outstanding obligations or refunds to close accounts.

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 programme participation, gender and geographical distribution.

Tags civil servants energy planning mailing lists nuclear energy nuclear fuel cycle nuclear power nuclear power plants official correspondence power plants project management project manager records management

Maintain file lists, finding aids, paper and electronic files according to corporate standards, liaising with ARMS (Archives and Records Management Section) staff on records management issues.

Act as Team Member providing back-up, guidance and technical support as required and/or instructed by the Supervisor.

Competencies and Expertise

Core Competencies

Name Definition


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.


Actively contributes to achieving team results. Supports team decisions.

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.

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.


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

Correspondence and Written Communication

Proven record of editing and quality check of official correspondence

Administrative Support

MS Office (Word, Excel, Outlook, PowerPoint)

Proficiency in MS Office 2010 and the ability to use databases

Management and Programme Analysis

Project Management

Practice in implementation of projects, inter alia, financial planning, financial monitoring, acceptance of contributions, etc.

Administrative Support

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 an 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.

Good command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) 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.

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