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Programme Management Assistant (G-5) - Vienna, Austria

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Organizational Unit: Africa Section 1
Division for Africa
Department of Technical Cooperation
Duty Station: Vienna, Austria
Issue Date: 18 September 2012
Application Deadline: 17 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.11

Organizational Setting
The Department of Technical Cooperation (TC) consists of a Division of Programme Support and Coordination and four Regional Divisions, which are organized into two Sections each. The objective of the Regional Divisions is to respond to relevant developmental priorities in Member States (MS) through effective programme management, increased engagement of MS, partnership building and improved coordination in the region and to contribute to increased self-reliance of MS in the application of nuclear techniques.

The TC operating environment is interactive, participative and dynamic with continuous inputs received from the Board of Governors, the General Conference, policy and decision-makers in Member States, other parts of the Secretariat and the international development community.

Each Section is responsible for a number of countries in the region and consists of 3 to 4 Programme Management Officers and 10-12 support staff. The G-5 Programme Management Assistant reports to the Section Head.

Main Purpose
Under the supervision of the Section Head, the Programme Management Assistant process implementation actions related to one of the three human resource components of projects (training courses/placement of fellowship/recruitment of experts) in accordance with established policies and procedures and quality standards. He/she independently processes all actions related to project components and seeks guidance on cases deviating from standard procedures.

Working Relationships
Contacts are held within the IAEA with TC, staff in other Departments, and outside the IAEA with experts, member state institutions, and other organizations to exchange information, clarify missing or ambiguous details, and obtain cooperation.

Functions / Key Results Expected
  • Manage the administrative arrangements for one of the project components (training courses / placement of fellows / recruitment of experts) and ensures completeness of relevant records.
  • Review requests for completeness and correctness.
  • Liaise with counterpart institutions in Member States to clarify and coordinate administrative and financial arrangements following IAEA standards and procedures.
  • Prepare standard contracts and make travel and financial arrangements, based on approved costs.
  • Provide correct coding information; prepare obligations and payment requests, reconciling budgets with expenditure; ensure accuracy of entitlements and follow up outstanding obligations or refunds to close accounts.
  • Administer entitlements for experts/consultants and process authorized changes in contracts including extensions and separations.
  • Provide back up for at least one of the other components.

Knowledge, Skills and Abilities
  • Good organization skills with an ability to manage large volumes of work under time pressure.
  • Excellent ability to manage conflicting priorities and deal with tasks related to meetings, appointments, travel, and follow-up.
  • Excellent interpersonal skills combined with the ability to work in a multicultural team with sensitivity and respect for diversity. Ability to act with tact, diplomacy, discretion and respect for confidentiality.
  • Ability to convey verbal information effectively and to draft correspondence and correct documents in accordance with established standards and requirements.
  • Good working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard.
  • Knowledge of a computerized travel system, such as the Agency's Travel, Lodging and Subsistence System (ATLAS).

Education, 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 organization.
  • Experience in project or personnel administration.
  • English Typing Test (Level 2) and English Language Test (Level 2) to IAEA standard.
  • Excellent command of written and spoken English. Knowledge of Arabic or French desirable. Knowledge of other official IAEA languages (Chinese, Spanish or Russian) an advantage.

Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €39 880 (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.

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