Visa and Customs Assistant (G-4)

Organizational Unit:	Visa and Customs Unit Transport and General Support Section Division of General Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	25 March 2013
Application Deadline:	24 April 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.N.02.b

Organizational Setting

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, works with the press to help clarify the technically complex work of the IAEA, and ensures that all Board documents are translated and distributed on a timely basis to Member States. The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections. The Transport and General Support Section is responsible for the handling of shipment/removals and storage of household goods and IAEA official vehicles. It also prepares and processes petrol tax refunds for official vehicles and diplomats, issues and renews Austrian residency permits ('legitimation' cards) for eligible staff members, experts, fellows, consultants, and interns.

Main Purpose

Under the direction of the Section Head and the general supervision of the Unit Supervisor and as well as being part of a team, the Visa and Customs Assistant is responsible for the preparation and processing of petrol tax refunds for official vehicles and diplomats, the issuance and renewals of Austrian legitimation cards for eligible staff members, experts, fellows, consultants, interns. He/she assists in obtaining duty travel and Austrian visas and in matters involving customs entitlements, ensuring a consistently high level of customer service throughout.

Working Relationships

The Visa and Customs Assistant obtains, provides or clarifies information with staff at all levels in the Visa and Customs Unit for visa and customs matters related to the assignment. She/he relays instructions from the supervisor, gathers information and documents and has frequent daily person-to-person and telephone contacts with IAEA staff and external authorities, and may exchange standard information with officials outside the IAEA. The Visa and Customs Assistant provides guidance to temporary staff, and maintains adequate cross-training with other staff in the Unit to ensure a consistently high level of customer service during peak periods or leave absences.

Functions / Key Results Expected

Prepare and process petrol tax refunds for official vehicles and diplomats. Austrian identity cards: Register eligible staff members and their dependents with the Ministry for European and International Affairs of Austria; oversee distribution to staff members when identity cards arrive from the Ministry; prepare and send reminders to staff members of expiring identity cards; request renewal from the Ministry and inform them of the separation of staff members; maintain related files. United Nations documents: Request issuance of new United Nations laissez-passers and UN Certificates from United Nations Office in Vienna and arrange issuance of IAEA Certificates by the IAEA; remind staff members of expiration dates and request renewals of the above mentioned documents; maintain related files. Duty travel and Austrian visas: Arrange visa issuance (where applicable) through the Ministry for European and International Affairs of Austria for future staff and their dependents, consultants, interns, meeting participants, experts and household help. Arrange duty travel visas in accordance with duty travel requests. Austrian residence permits: Assist and advise staff members upon retirement with the relevant procedures in obtaining a residence permit for Austria. As required, perform and carry out multifunctional tasks on the whole range of services the Unit provides. As required, act as back-up to other colleagues in the Unit and/or support in executive offices.

Knowledge, Skills and Abilities

Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to constantly changing demands and multitasking under time pressure. Decisions on routine matters must be made quickly and independently in terms of priority in compliance with Austrian regulations and IAEA rules, in cooperation with Director General's Office for Policy. Focus on quality: Accuracy and ability to pay attention to detail. 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. A high degree of confidentiality and tact required. Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, to advise them on the administrative practices and procedures to be followed. Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and to 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 IAEA standard (Word, Excel, Outlook, Powerpoint) and ability to use databases.

Education, Experience and Language Skills

Completed secondary education. Minimum of four years of relevant working experience, preferably in an international environment. Experience handling protocol matters as well as knowledge of consular procedures desirable. English Language Test (Level 2) to IAEA standard. Good command of written and spoken English. Fluency in German desirable. Knowledge of another official IAEA language (i.e. 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 €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. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. 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.