Team Assistant (G-4)

Organizational Unit:	Section OB1 Division of Operations B Department of Safeguards
Duty Station:	Vienna, Austria
Issue Date:	18 September 2012
Application Deadline:	15 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.a

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 perform and document safeguards verification activities and to conduct analysis and evaluations aimed at providing assurances that States comply with their nuclear safeguards commitments. The Divisions implement a broad range of measures, including information analysis and in-field verification, to draw well-substantiated, credible safeguards conclusions for States.

Main Purpose

Reporting to a Section Head and providing support to a group of professionals, the Team Assistant contributes to the efficient operation of the office by providing assistance and advice on the administrative/clerical practices and procedures.

Working Relationships

The Team Assistant obtains, provides or clarifies information with staff at all levels in the Section or related programmes on matters related to the assignment and relays instructions from the supervisor, gathers information and documents and reminds officers of deadlines. She/he may exchange standard information with officials outside the IAEA. The Team Assistant may provide guidance to temporary or more junior staff.

Functions / Key Results Expected

Correspondence and Records Management: Draft standard correspondence according to corporate communication guidelines. Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures. On the basis of general instructions, search office files and records and select information for use by the supervisor(s) in preparing correspondence, reports, project or programme plans. Prepare graphs, charts and other visual aids for use by the supervisor(s) or experts in seminars, meetings, workshops and presentations. May prepare and format documents for Internet publication. Responsible for the work unit's Records Office in terms of: maintaining file lists, finding aids, paper and electronic files according to corporate standards, liaising with ARMS (Archives and Records Management Section) staff on records management issues, providing information to colleagues on records management standards and practices, facilitating paper file transfers and retrievals, and ensuring the proper handling of records of separating staff members. Act as a back-up to the Section's Implementation Assistant in processing Inspection Documentation Packages. Meetings and Logistics: Make arrangements for internal/external meetings, seminars and other events. This may require such activities as the implementation of logistics, preparation of invitation letters and the typing, compilation and distribution of working documents and other material. Take and prepare minutes and/or notes of internal meetings. Make travel and hotel arrangements, prepare travel authorizations/claims for the supervisor(s) and/or participants and compile, calculate and prepare cost estimates. Administrative Activities: Input, retrieve and assemble information into/from databases using commercial or IAEA specific software applications. May calculate and prepare standard limited components of the programme and budget (e.g. printing requirements, consultancies) and the financial plan for the Unit/Section and may keep track of the financial budget/expenditure of the Unit/Section. Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans. On behalf of the supervisor, may distribute work among the other support staff of the Section, explaining work methods, assisting with routine problems and checking work in progress to ensure compliance with administrative rules and regulations. Provide required support and/or backup to staff in executive offices.

Knowledge, Skills and Abilities

Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, adapt to changing demands. Ability to manage a heavy workload under time pressure. Focus on quality: Accuracy and ability to pay attention to details. Interpersonal skills: Ability to work effectively in a team with peers as well as with multiple supervisors in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels as well as with external counterparts. Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures to be followed. Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and correct documents in accordance with established standards and requirements. Analytical skills: Ability to use initiative and judgment appropriate to situations. Computer skills: Proficiency in MS Office 2010, which is the current IAEA standard (Word, Excel, Outlook, PowerPoint), and the ability to use databases.

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 typing test (level 1) to IAEA standard. Language skills: Good command of written and spoken English. Knowledge of another official IAEA language (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 €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 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.