Office Assistant (NS), Vienna, Austria
Organization: IAEA - International Atomic Energy Agency
Office: IAEA Vienna, Austria
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.
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.
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
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.
Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.
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.
Function Name Expertise Description
Correspondence and Written Communication
Ability to draft routine correspondence and to correct documents in accordance with established standards and requirements
Data and Information Analysis and Reporting
High level of accuracy and ability to analyze information and to prepare reports
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.
Link to the organization’s job offer:https://unjobs.org/vacancies/1629232893322