IAEA Documents Coordination Assistant (G-4)

Duty Station:	Vienna, Austria
Issue Date:	28 June 2012
Application Deadline:	27 July 2012
Type of Appointment:	Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes:	2.A.07

Organizational Setting

One of the main functions assigned to the IAEA by its Statute is the dissemination of scientific and technical information. This core function may be carried out by organizing meetings and conferences, by preparing and issuing documents for the policy making bodies, and by preparing and distributing publications. The IAEA has a centralized operation that implements these activities for its users and clients, both internal and external, to achieve efficiency, avoid duplication, provide consistency and guarantee quality. The Publishing Section, one of the Sections in the Division of Conference and Document Services, has an extensive publishing programme and produces a wide range of publications, documents and information materials on nuclear related issues in both print and electronic formats. The post of Documents Coordination Assistant is located in the One Stop Shop (OSS) within the Production Unit in the Publishing Section. OSS is responsible for the handling of all publishing and printing requests, including those from other VIC based organizations (VBOs). The incumbent is expected to deal independently with routine jobs where procedures are established. In all other cases, guidance is provided by the Unit Head of Production. The organizational context provides developmental and technical support and focuses on quality of execution of processes. This is an office job and will involve working with databases. The operating environment is dynamic, participative and interactive.

Main Purpose

Reporting to the Head of the Production Unit, the Documents Coordination Assistant contributes to the efficient operation of the One Stop Shop by processing requests for publishing and printing services. Working with a team of Documents Coordination Assistants in a collaborative environment within a diverse workforce, the incumbent receives and coordinates requests for publishing and printing, checking requests for completeness and conformity with the requirements of the Section and communicates with customers on related procedures, budget information, and other basic technical questions/advice regarding publishing and printing requests. Updates and maintains data in the Publications Database, opening records and entering all necessary information. Tracks and follows up requests in the workflow management system and performs other clerical duties, as required.

Working Relationships

The Documents Coordination Assistant interacts with customers from the IAEA and other VBOs as well as with colleagues from all areas of the Publishing Section to obtain/receive or clarify information, explain procedures, answer or advice on basic technical questions regarding requests for publishing or printing such as feasibility of deadlines or budget estimates.

Functions / Key Results Expected

Receives and coordinates requests for publishing and printing, checking requests for completeness and conformity with the requirements of the Section and communicates with clients on document requirements, procedures, deadlines, budget information, and other basic technical questions/advice regarding the publishing and printing of requests. Updates and maintains data in the Publications Database, opening records and entering all necessary information. Tracks and follows up requests in the workflow management system and performs other clerical duties, as required. Provides basic technical advice on printing requirements as well as deadlines, information on procedures and cost estimates to customers. Tracks and follows up requests in the workflow management system in order to answer queries from clients and provide advice on all aspects of the services rendered. Performs routine clerical/administrative duties for the Production Unit such as preparing Requests for Procurement, following up on delivery notes, or drafting routine correspondence. Coordinates displays and materials for the General Conference, when required. Identifies and implements process improvements at his/her own workplace, or recommends workflow streamlining within his/her own organizational unit to achieve efficient process delivery.

Knowledge, Skills and Abilities

Organizing skills: Ability to prioritize work assignments, organize own schedule, meet deadlines and adapt to constantly changing demands and multitasking. Ability to manage a heavy workload under time pressure. Focus on quality: Accuracy and ability to pay attention to detail. Interpersonal skills: Ability to work effectively in a team with peers in a multicultural environment and to interrelate in a customer-friendly fashion with IAEA staff at all levels as well as with external counterparts. Ability to use initiative and judgment appropriate to situations. Communication skills: Ability to convey information, verbally or in writing, effectively. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook) and ability to use databases. Basic knowledge of printing systems, the publishing process and the flow of documents in the IAEA desirable. Familiarity with Agency Information System for Programme Support (AIPS) procurement system, DocTrack and procurement procedures desirable.

Education, Experience and Language Skills

Completed secondary education. Minimum of four years of general office support experience some of which in an international environment. English Language Test (Level 2) and English Typing Test (Level 2) to IAEA standard. Good command of written and spoken English. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian or Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €34 469 (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 athttp://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.