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Project Assistant (G-4)

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Organizational Unit:Division for Latin America
Department of Technical Cooperation
Duty Station:Vienna, Austria
Issue Date:18 January 2013
Application Deadline:17 February 2013
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.

Main Purpose

Under the supervision of the Section Head, the main purpose of the post is to initiate processing actions and to provide clerical support in all phases of the programme cycle.

As an active member of project and country teams, the Project Assistant provides clerical support to Programme Management Officers in the Section and initiates processing actions.

Working Relationships

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

Functions / Key Results Expected

  • Contribute to the processing of project management related tasks such as requests for expert recruitment, fellowship training, meetings, training courses, procurement, and expert mission reports.
  • Draft correspondence of a routine nature, e.g. letters to Member States, host government agreements, invitations for participation in meetings, responses to inquiries ensuring correctness in terms of format, grammar and spelling.
  • Input data into Agency Contacts, update and maintain databases and retrieve information to produce reports, graphs, charts, and statistics.
  • Organize, maintain and update an efficient filing system, including opening electronic and physical files for fellowships.
  • Make arrangements for all project related staff travel.

Knowledge, Skills and Abilities

  • Strong organizing skills:
    • Strong ability to deal with a large volume of work, prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands;
    • Strong ability to deal with tasks related to meetings, appointments, travel and follow-up;
    • Ability to organize filing for easy retrieval by all authorized users.
  • Sound numerical skills, accuracy and ability to pay attention to details.
  • Excellent communication skills: Ability to draft correspondence, correct documents and present information.
  • Strong interpersonal skills: Ability to work effectively in a multicultural team with sensitivity and respect for diversity. Ability to interrelate in a customer-friendly fashion with staff at all levels, Mission representatives, as well as other external counterparts. Ability to act with tact, diplomacy, discretion and respect for confidentiality.
  • Computer skills:
    • Good working knowledge in 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 four 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.
  • Good knowledge of both oral and written English essential. Knowledge of Spanish highly desirable. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €35 512 (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.

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