Office Assistant (NS), Vienna, Austria

Organization: IAEA - International Atomic Energy Agency

Country: Austria

City: Vienna

Office: IAEA Vienna, Austria

Grade: G-5

Closing date: Friday, 27 August 2021

Office Assistant (NS)(G5)

( 2021/0437 (138295) )

Organization: NS-Office of the Deputy Director General

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2021-08-17, 8:38:56 AM

Contract Type : Fixed Term


Probation Period : No Probation


- Development Reassignment -



The foreseen Development Reassignment duration dates are 1 October 2021

31 March 2022 with the possibility of extension.

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.

Main Purpose

Under the supervision of the Deputy Director General, the Office Assistant coordinates and finalizes travel authorizations for the Department. He/She provides administrative support to the Radiation Safety and Nuclear Security Regulator and performs other administrative duties in the office of the Deputy Director General (DDG-NS) as required.

Functions / Key Results Expected

Serve as departmental focal point for travel authorizations: coordinate, compile and perform quality check all departmental documentation concerning staff and non-staff travel related to submissions for the approval of the DDG. Finalize staff and non-staff travel authorizations independently in ERP system and ensure compliance with Agency’s rules and regulations

Provide administrative and logistical support to the Radiation Safety and Nuclear Security Regulator by managing regulatory documents, performing quality checks of the documents produced, tracking regulatory processes, monitoring follow-up actions, entering regulatory data in the relevant databases, collating and compiling reports using various sources of the computerized systems, and contributing to the formalization of procedures and work practices

Prepare routine and non-routine correspondence and documents

Identify, raise issues and/or recommend solutions to improve administrative processes in the department. Act as team member providing back-up and support to the Executive Assistant in the DDG-NS Office and undertake other assignments as required.

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.


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.

Functional Competencies

Name Definition

Analytical thinking

Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.

Client orientation

Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.


Maintains a high level of performance when facing pressure and uncertainty. Able to remain calm and self-controlled, and to respond logically and decisively in difficult situations.

Asset Expertise

Function Name Expertise Description

General Services

Correspondence and Written Communication

Ability to draft routine correspondence and to correct documents in accordance with established standards and requirements

General Services

Data and Information Analysis and Reporting

High level of accuracy and ability to analyze information and to prepare reports

Administrative Support

Discretion and Respect for Confidentiality

Ability to act with tact, diplomacy, discretion and respect for confidentiality

Qualifications, Experience and Language skills

Completed secondary education.

Minimum of five years of relevant working experience, preferably in an international environment.

Experience with staff and non-staff travel related processes and with database management.

Experience in providing administrative support to high level, senior officials.

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


This is a Development Reassignment (DR) opportunity in line with the staff mobility procedures. Subject to the conditions set out in those procedures, staff members who hold a fixed-term contract on a long-term basis or a fixed term contract and who have completed at least three years of uninterrupted service in the Agency are eligible for a DR. For further information about DRs, please contact MTHR.

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