Administrative Assistant (G-6)

Organizational Unit:	Division of Operations B Department of Safeguards
Duty Station:	Vienna, Austria
Issue Date:	11 September 2012
Application Deadline:	9 October 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.12

Organizational Setting

The Department of Safeguards (SG) is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for more than 175 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; three Technical Divisions: Division of Concepts and Planning, Division of Information Management, and 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 primary focus of each Division of Operations is to collect, analyse and verify information, and document evidence required for verifying States' compliance with their obligations under safeguards agreements. The Divisions implement a broad range of measures, including information analysis at headquarters and in-field verification activities, to verify the completeness and the correctness of States' declaration in order for the IAEA to draw soundly-based safeguards conclusions for States.

Main Purpose

Reporting to the Division Director and working under the supervision of the Administrative Officer, the Administrative Assistant provides administrative support in the areas of human resources, finance and administration to the Division to ensure effective operations and efficient use of funds. She/he may provide day-to-day supervision or guidance to other assistants on administrative matters.

Working Relationships

In the areas of responsibility, the Administrative Assistant obtains assistance, provides advice, clarifies information, and resolves difficult issues by working collaboratively with division staff and builds pro-active, information-sharing and problem-solving relationships with the Administrative Officer, and staff in the Department of Management.

Functions / Key Results Expected

Finance Brief managers on programme and budget and use of the IAEA’s financial system; compile, draft and consolidate information relevant to programme and budget planning and performance assessments; prepare costing, participate in discussions and finalize inputs for approval and submission to the Office of the DDG. Prepare financial reports as required and review actual expenditures against budgets to ensure that information on the systems tally, making corrections when necessary. Keep track of financial expenditures and initiate funds transfers, as required, using the IAEA’s financial systems, providing advice to Section Heads and Director on possible use of funds or changes that could be made. As designated, act as Alternate Certifying Officer. Human Resources Brief managers and staff on HR procedures and processes, initiate and keep track of actions and ensure that correct procedures and deadlines are followed in the following areas: post management, job descriptions, recruitment, performance reviews, mobility programme, training, administrative entitlements, extensions, temporary assistance and consultancy services, etc. Review new or changed administrative guidelines and disseminate same to concerned staff. Monitor staffing situation of Division, advise on possible staff movements within the Division; compile statistical information and reports. As required, pre-screen applicants, draft interview questions, tests and reports, participate in panel interviews and process recommendations for appointment. With input from management, draft justifications for promotion and merit promotion/award reviews upon request. Administrative/Logistical Brief managers and staff on administrative matters and procedures; coordinate required administrative assignments in Division including observation of deadlines and provide relevant divisional and in-house liaison by person-to-person contact or correspondence; review/issue (as required) requests for procurement of goods and services, ensure fund availability and use of appropriate budget codes. Coordinate and review quarterly travel plan; review travel authorizations ensuring proper procedures are followed including fund allocation prior to approval of Director; coordinate office space usage. Provide guidance, instruction, and support to other General Service staff throughout the Division. Work as a team member, providing assistance and/or backup to other administrative or office support staff. Participate in special divisional projects, contributing to the development, implementation or enhancement of activities.

Knowledge, Skills and Abilities

Thorough knowledge of the principles and practices of HR and financial management in an international organization, including know-how in several of the areas of: budgeting, financial monitoring, procurement, human resources, travel, and meetings organization is essential. 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. Ability to 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 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; conduct independent research & analysis, and formulate options and recommendations. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook) and ability to use databases.

Education, Experience and Language Skills

Completed secondary education. Minimum of six years of experience, in several of the fields of: finance, accounting, human resources, administrative services, or other related fields, at least five of which in an international environment. Language skills: Excellent command of written and spoken English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) an advantage. English language test (level 1) and typing test (level 1) to IAEA standard.

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 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.