Team Assistant (G4), Vienna, Austria

Organization: International Atomic Energy Agency (IAEA)

Country: Austria

City: Vienna

Office: IAEA Vienna, Austria

Closing date: Monday, 4 October 2021

Team Assistant(G4)

( 2021/0447 (017279) )

Organization: NSRW-Transport Safety Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2021-09-06, 3:02:50 PM

Contract Type : Fixed Term

Regular

Probation Period : 1 Year

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.

The Division of Radiation, Transport and Waste Safety develops and maintains standards for radiation protection, radioactive waste safety, and safety in the transport of radioactive material that enable the beneficial uses of radiation to be exploited while ensuring appropriate protection of workers, the public, patients and the environment. It also assists Member States in the implementation of these standards and provides related services.

The Regulatory Infrastructure and Transport Safety Section (RIT) is responsible for providing Member States with safety standards, guidance and tools to foster regulatory infrastructure for radiation safety, for the safe transport of radioactive material and for managing information to identify the needs of Member States with a view to improving radiation, transport and waste safety.

The Transport Safety Unit is responsible for establishing and maintaining safety standards related to the worldwide safe transport of radioactive material, including the IAEA’s Regulations for the Safe Transport of Radioactive Material, and to appraise the application of the safety standards in Member States. This includes efforts to foster the harmonized incorporation of the Transport Regulations and other associated safety standards by international organizations. In addition, the Unit manages projects concerned with key aspects of the Transport Regulations, provides training related to the safe transport of radioactive material, and operates and maintains databases relating to transport issues. The Unit convenes meetings to guide its activities, involving experts from Member States and associated international organizations, including the periodic convening of the Transport Safety Standards Committee (TRANSSC). It is also involved in the provision of technical cooperation to Member States, including training activities.

Main Purpose

Reporting to a Section/Unit Head/Supervisor and providing support to a group of Professionals, the Team Assistant contributes to the efficient operation of the office by providing assistance and advice on the administrative practices and procedures.

Functions / Key Results Expected

Correspondence and Records Management

Draft standard correspondence according to corporate communication guidelines. Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures. On the basis of general instructions, search office files and records and select information for use by the supervisor(s) in preparing correspondence, reports, project or programme plans.

Prepare graphs, charts and other visual aids for use by the supervisor(s) or experts in seminars, meetings, workshops and presentations. May prepare and format documents for Internet publication.

Responsible for the work unit’s Records Office in terms of: maintaining 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, providing information to colleagues on records management standards and practices, facilitating paper file transfers and retrievals, and ensuring the proper handling of records of separating staff members.

Meetings and logistics

Make arrangements for internal/external meetings, seminars and other events. This may require such activities as the implementation of logistics, preparation of invitation letters and the typing, compilation and distribution of working documents and other material. Take and prepare minutes and/or notes of internal meetings.

Make travel and hotel arrangements, prepare travel authorizations/claims for the supervisor(s) and/or participants and compile, calculate and prepare cost estimates.

Administrative activities

Input, retrieve and assemble information into/from databases using commercial or IAEA specific software applications.

May calculate and prepare standard limited components of the programme and budget (e.g. printing requirements, consultancies) and the financial plan for the Unit/Section and may keep track of the financial budget/expenditure of the Unit/Section.

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

On behalf of the supervisor, may distribute work among the other support staff of the Section, explaining work methods, assisting with routine problems and checking work in progress to ensure compliance with administrative rules and regulations.

Provide required support and/or backup to staff in executive offices.

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.

Judgement/decision making

Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.

Knowledge sharing and learning

Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.

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

Correspondence and Written Communication

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

Administrative Support

Guidance and Training

Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures

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 in an international environment.

Excellent 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 2) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 41605 (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/1631054550981