Programme Management Assistant, Vienna, Austria

Organization: IAEA - International Atomic Energy Agency

Country: Austria

City: Vienna

Office: IAEA Vienna, Austria

Closing date: Thursday, 23 March 2023

Programme Management Assistant (TC)(G5)

( 2023/0141 (016858) )

Organization: TC-Department of Technical Cooperation

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2023-02-23, 8:33:09 AM

Contract Type : Fixed Term

Regular

Probation Period : 1 Year

Full Competitive Recruitment : Yes

This Vacancy Notice will be used to fill multiple positions for all regional divisions (Division for Africa, Division for Asia and the Pacific, Division for Europe and Division for Latin America and the Caribbean)

Organizational Setting

The Department of Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEA’s technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme.

Main Purpose

Under the supervision of the Section Head, the Programme Management Assistant (TC) processes all administrative tasks and implementation actions within assigned projects related to Human Resource (HR) Capacity Building components (i.e., Expert Missions, Training Courses, Fellowship Trainings, Scientific Visits, Meetings).

The Programme Management Assistant (TC) provides support to the Programme Management Officer (PMO) on all aspects of the planning, monitoring and implementation of the assigned projects

As senior project assistance staff, the Programme Management Assistant (TC) supports innovative, complex or sensitive projects.

Functions / Key Results Expected

In accordance with TC departmental operational and administrative guidelines, process workflows, systems, and templates, the Programme Management Assistant (TC) will perform the following functions, as required:

Provides administrative and logistical support throughout all stages of the project cycle (planning, implementation, monitoring and evaluation, reporting and closure) related to complex or sensitive TC projects and/or activities assigned by the supervisor, including Human Resources Capacity Building activities (i.e., Expert Missions, Training Courses, Fellowship Trainings, Scientific Visits, Meetings).

Performs all administrative and logistical tasks related to the assigned projects and/or country programme, including:

administration of entitlements for relevant project personnel (experts, lecturers, scientific visitors, fellows, participants) and where applicable, processes authorized changes in contracts including extensions and separations.

preparation of standard contractual documentation, such as administrative letters to meeting/training course/TC-sponsored participants, and financial offers to the experts

administration of travel and financial arrangements, based on approved costs

preparation of meeting documentation and/or training material

administration of logistical arrangements for the organization of scientific visits, meetings and/or training courses (including virtual and hybrid activities)

preparation, processing, and completion of assigned TC procurement requests related to HR components.

preparation of obligations and purchase orders, reconciliation of budgets with expenditure; ensuring accuracy of entitlements and following up outstanding obligations or refunds to close accounts.

Within the assigned responsibilities, liaises with relevant internal TC and Agency stakeholders and external counterpart institutions in Member States to clarify and to coordinate administrative and financial arrangements following IAEA standards and procedures.

Keeps up-to-date and manages relevant electronic and hard copy records according to corporate standards; liaises with archives and records management staff to ensure the proper handling of file transfers at designated times.

As senior project support staff, the incumbent is also responsible for providing assistance to complex projects / programmes, including the implementation of new flagship and innovative initiatives.

Provides guidance and trains temporary or more junior staff and performs other administrative support duties as required.

Competencies and Expertise

Core Competencies

Name Definition

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.

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.

Knowledge sharing and learning

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

Required Expertise

Function Name Expertise Description

Administrative Support

Correspondence and Written Communication

Ability to draft correspondence, correct documents and present information in accordance with established standards and requirements.

Administrative Support

Data Management

Sound numerical skills, accuracy and ability to pay attention to details.

Administrative Support

Filing and Archiving

Ability to organize filing for easy retrieval by all authorized users.

Administrative Support

MS Office (Word, Excel, Outlook, PowerPoint)

Good working knowledge of Microsoft Office.

Qualifications, Experience and Language skills

Completed secondary education.

Minimum of five years of relevant working experience in a clerical/administrative position, some of which in an international environment.

Experience in project or personnel administration.

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

Administrative skills testing to IAEA standard might be part of the selection process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 50249 (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 posting: https://unjobs.org/vacancies/1677269235637