Senior Safeguards Assistant (G-6)

Duty Station:	Vienna, Austria
Issue Date:	15 February 2012
Application Deadline:	14 March 2012
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 Department of Safeguards is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for more than 170 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries. The Department of Safeguards consists of six Divisions: three Operations Divisions: A, B and C, for the implementation of verification activities around the world; and three Technical Divisions, (i) Division of Concepts and Planning, (ii) Division of Information Management, and (iii) Division of Technical and Scientific Services, as well as two Offices: the Office of Safeguards Analytical Services and the Office of Information and Communication Services. The Section for Programme and Resources is part of the Office of the Deputy Director General, and is a service section for the whole Department. It deals with programme analysis and resource management, including budget and financial control, management information, human resources, designation of inspectors, travel, as well as a variety of other management and administrative issues. The incumbent reports to the Section Head and may provide support to the other officers in SPR. The operating environment is interactive, participative and dynamic with continuous inputs received from the Board of Governors, the General Conference, policy and decision-makers, as well as counterparts in Member States and in the international development community. Many sensitive issues require the utmost discretion.

Main Purpose

As a member of the Section for Programme and Resources (SPR) and in cooperation with the professional staff, the incumbent provides assistance and analytical support in the formulation, review and input of programmatic information. He/she also manages incoming correspondence regarding the designation of inspectors. The incumbent may provide day-to-day supervision or guidance to other assistants.

Working Relationships

Personal contacts are a very important aspect of the position. This involves interaction with all staff of the Department of Safeguards as well as staff in the Department of Management and the Director General's Office for Policy in order to give information, explain procedures and expedite action as well as to seek support or cooperation when necessary.

Functions / Key Results Expected

Provide administrative and analytical support for the formulation, performance monitoring, programme assessment, evaluation and reporting of the Nuclear Verification Programme, including: Researching, monitoring and providing guidance to staff on programme formulation and performance assessment, e.g. how to define PROBIS information; ensuring that details in the system and document are accurate; requesting additional information or clarification, or, if necessary, making editorial changes; Assisting in the preparation of documents and reports for in-house use or for submission to the Board of Governors and Member States. Acting as a contact point for PROBIS users, providing administrative and clerical support with the aim of having an end-product fully satisfying the requirements of results-based management and users throughout the Department of Safeguards. Provide technical and administrative support for the preparation of documentation for the Board of Governors related to the approval and designation of inspectors, including: Preparing background documentation, ensuring clearances, updating the departmental designation database and reviewing technical information; Managing incoming correspondence regarding the designation of inspectors and taking necessary actions. This includes, interalia: Preparing and processing documentation related to the designation of safeguards inspectors for States with safeguards agreements in force; and for additional States as their safeguards agreements and additional protocols enter into force, and as small quantities protocols are amended. The work also includes withdrawals of designations and periodic reminders to States on pending designation proposals, as well as updating records on inspector designations in the Safeguards Inspector Database. These assignments include work on maintaining and updating a database specifically designed for designation purposes. Coordinating within the Department of Safeguards inspectors' designation data (e.g. data on designation restrictions, statistics on visas for inspectors) and status of the conclusion of safeguards agreements for relevant tables in the annual Safeguards Implementation Report (SIR) and the Safeguards Technical Report (STR). Upload personnel data from the Division of Human Resources database to the Mainframe and ensure correctness and completeness of such information. Act as departmental focal point for Safeguards meetings. Advise on administrative procedures to be followed when inputting information into the Agency Wide Meeting System (AWMS). Act as one of the Departmental Quality Control focal points for travel claim reports in the TCR system to verify accuracy and ensure consistency with the IAEA and departmental regulations. Prepare ad-hoc status reports when requested by the Section Head or other officers of the Section and distribute them within and outside of the Department. Provide ad-hoc support and back-up to SPR team members as required.

Knowledge, Skills and Abilities

Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to constantly changing demands and multitasking. Ability to manage an extremely heavy workload under pressure. Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment. Ability to work accurately including with figures and to identify errors or discrepancies. Interpersonal skills: Ability to act with tact, diplomacy, discretion and respect for confidentiality and work effectively as a team member with staff at all levels in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Knowledge sharing: Ability to mentor and provide guidance to other office support staff, to advise them on administrative practices and procedures. Proactive attitude in sharing knowledge and practices with peers contributing in increased efficiency and quality of services. Communication skills: ability to convey verbal information effectively and to draft reports and correspondence of a complex nature and to correct documents in accordance with established standards and requirements. Analytical skills: demonstrated ability to apply good judgment in the context of assignments given; solving problems which may arise and providing solutions and proposals to the programme process. Conduct independent research & analysis, and formulate options and recommendations. Computer skills: Proficiency in MS Office, which is the IAEA standard (Word, Excel, Outlook, PowerPoint), with ability to to use databases. Knowledge of IAEA databases, such as Livelink, SG Designation Database, EMIS system, AIPS, and PROBIS, highly desirable.

Education, Experience and Language Skills

Completed secondary education. Minimum of 10 years of relevant working experience, including in the areas of travel, programme planning, monitoring and evaluation or related fields, and at least five years of experience in an international organization. Significant analytical experience. English Typing test (Level 1) and English Language test (Level 2) to IAEA standard. Excellent knowledge of written and spoken English essential. Knowledge of any other IAEA official languages (i.e. 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 €46 145 (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 with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.