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Implementation Assistant (G-5)

9:09:00 PM
Duty Station: Vienna, Austria
Issue Date: 28 November 2011
Application Deadline: 22 December 2011
Type of Appointment: Either a Fixed-term or Temporary-assistance appointment may be offered (subject to a probationary period of 1 year)
CCOG codes: 2.A.12.a

Organizational Setting
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 and patients. It also assists Member States in the implementation of these standards and provides related services, as well as education and training.

The Regulatory Infrastructure and Transport Safety Section (RITS) is responsible for providing Member States with safety standards, guidance and tools to foster regulatory infrastructure for the control of radiation sources, for the safe transport of radioactive material and for managing information for the identification of needs in Member States that would be used to improve radiation, transport and waste safety.

The Control of Radiation Sources Unit is responsible for the development of standards for regulatory infrastructure for the control of radiation sources and for providing for the application of these standards in Member States. It is also responsible for maintaining and promoting the Code of Conduct on the Safety and Security of Radioactive Sources and the associated import/export guidance, and assisting Member States in its implementation. It takes the lead within the Department on all Integrated Regulatory Review Services (IRRS) to non-nuclear Member States and advisory missions related to the control of radiation sources. It develops practical tools, such as the Regulatory Authority Information System (RAIS) to assist Member States in strengthening their regulatory infrastructure.

The Unit has 7 professional officers and 2 support staff. The Unit's work is diverse and requires actions to be taken in a timely manner to ensure the programme is implemented on schedule. Although the provision of missions and workshops is based on a planned schedule, external events or difficulties may cause the IAEA to deviate from the plan, sometimes at very short notice requiring flexibility and initiative on the part of the incumbent. The Implementation Assistant manages priorities with a high level of independence and identifies solutions to administrative issues. The nature of the work often demands a willingness to work long or unusual hours and a readiness to go on duty travel for periods of one or two consecutive weeks.

Main Purpose
Under the general supervision of the Unit Head, the Implementation Assistant is the focal point for the Department on administrative matters related to the Integrated Regulatory Review Service (IRRS) activities in non-nuclear Member States and for the Unit/Section in the organization of workshops related to regulatory infrastructure in Member States.

Working Relationships
The Implementation Assistant obtains, provides or clarifies information with staff at all levels in the Division and Department and with support staff in the Departments of Management (MT) and Technical Cooperation (TC). The Implementation Assistant clarifies and resolves administrative issues to the extent possible with the appropriate staff in the Division, Department, MT or TC. Information provided to staff participating in an IRRS mission includes all aspects of the administrative arrangements, provision of procedures or guidelines, and specific background information relevant to the event. The Implementation Assistant exchanges information with officials outside the IAEA concerning the local arrangements for an IAEA workshop or mission including operational costs, and with the experts participating in the workshop or mission concerning logistical and financial arrangements. The Implementation Assistant keeps the Unit Head informed on a regular basis of administrative developments and seeks approval for non-routine solutions to administrative issues.

Functions / Key Results Expected
  • Provide administrative support to the management for the coordination of IRRS activities with requesting Member States and with other Divisions in NS involved in the IRRS Programme;
  • Develop accurate and complete budget estimates to requesting Member States for all expenditures related to the conduct of a mission according to the IAEA's rules and procedures to ensure timely and sufficient availability of funds; prepare the final accounting of disbursements after the mission;
  • Take responsibility for the administrative arrangements for workshops on regulatory infrastructure in Member States, including serving as the point of contact for the host institution for logistical and financial arrangements, drafting Host Government Agreements, Note Verbales, letters, etc., and managing the clearance process with a view to ensuring timely arrangements to facilitate the smooth and effective implementation of the workshop;
  • Prepare accurate and complete budget estimates for all expenditures related to the workshop to ensure sufficient availability of funds;
  • For missions and workshops, make all administrative and travel arrangements for IAEA staff members in and outside the Division and external experts; problem solve regarding administrative arrangements (travel, financial transfers, etc.) according to the IAEA Financial Rules & Regulations; identify improvements that could be made in the administrative process for consideration of the Unit Head and relevant administrative staff in the Division and Department.
  • Within the assigned responsibilities, liaise between the Division of Radiation, Transport and Waste Safety (NSRW) and Missions, Host Governments, United Nations Development Programme (UNDP) and different departments of the IAEA on administrative matters;
  • Liaise with host country's counterpart on all local arrangements, prior, during and after each mission/workshop; ensure completeness and correctness of estimate for local operational costs and prepare the final accounting of local disbursements according to the IAEA's rules and procedures;
  • Participate in the mission and assist in consolidating inputs for the final mission report;
  • Provide administrative and clerical support for drafting and finalizing the mission report, taking into account the confidential and sensitive nature of these reports, including formatting, editing and analysing mission report contents for consistency;
  • Train other administrative staff who will participate in an IRRS mission;
  • Maintain the joint database with NSNI on experts and IRRS activities, and the IRRS website under the IAEA's REGNET;
  • Perform other administrative functions consistent with the level of the post.

Knowledge, Skills and Abilities
  • Insight into the mechanisms governing the IRRS activities in order to be able to determine work priorities and to meet deadlines as required.
  • Sound numerical skills: ability to work accurately and to identify errors/discrepancies.
  • Strong organization skills: ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to constantly changing demands and multitasking.
  • Excellent interpersonal skills: ability to act with tact and discretion and to work effectively in a multicultural team with sensitivity and respect for diversity and to interrelate in a customer-friendly fashion with staff at all levels, Mission representatives, as well as other external counterparts. Ability to act with tact diplomacy, discretion and respect for confidentiality.
  • Good communication skills including the ability to draft, correct, compile, summarize and present documents and information such as briefing notes, graphic and statistical summaries.
  • Computer skills:
    • Excellent knowledge in Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint) which is the IAEA's standard.
    • Sound knowledge of a computerized travel system such as the Agency's Travel Lodging and Subsistence System (ATLAS).
    • Working knowledge of the Agency-wide Meeting System (AwMS) desirable.
    • Knowledge of web applications an advantage.

Education, Experience and Language Skills
  • Completed secondary education.
  • Minimum of seven years of relevant working experience, preferably in an international environment.
  • Experience in drafting and formatting reports and correspondence.
  • English typing test (Level 2) and English Language Test (Level 1) to IAEA standard.
  • Excellent knowledge of both spoken and written English. Knowledge of other IAEA official languages (Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €38 791 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply
Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered.

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. 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 to make an appointment with a modified job description or for shorter duration than indicated above.

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