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Publications Assistant (G-4)

2:02:00 PM
Organizational Unit:Publishing Section
Division of Conference and Document Services
Department of Management
Duty Station:Vienna, Austria
Issue Date:18 April 2013
Application Deadline:17 May 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.K.03

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.

One of the main functions assigned to the IAEA by its Statute is to foster the exchange of scientific and technical information and the dissemination of knowledge in the nuclear field among Member States. To facilitate the effective exchange and dissemination of information relevant to the IAEA’s work and mandate, the Division of Conference and Document Services coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences, issuing documents in the six official IAEA languages, i.e. Arabic, Chinese, English, French, Russian and Spanish, and editing, printing and distributing publications.

The IAEA has an extensive publishing programme, implemented by its Publishing Section, which produces a wide range of publications on nuclear related issues in both print and electronic formats. Inputs in the form of manuscripts of scientific/technical publications, advocacy items, electronic publishing requests and graphic design proposals originating from all parts of the house are handled by the Publishing Section.

Main Purpose

The Publications Assistant acts as point of contact for customers ordering IAEA publications and other stakeholders. She/he is responsible for processing orders, issuing invoices and assisting in the promotion of the publications.

Working Relationships

The Publications Assistant provides customer support for in-house and external purchasers of IAEA publications. These would include external institutes and organizations, distributors and booksellers. The incumbent interacts with the other staff of the Marketing and Sales Unit and the wider Publishing Section to ensure the effective dissemination of the publications. She/he communicates with colleagues in the originating divisions on relevant matters arising from customer queries and the Division of Budget and Finance on prepayments, deposit accounts, open invoices and credit control.

Functions / Key Results Expected

  • Provide customer support, including issuing estimates and sending information via email, fax and telephone.
  • Process orders: issue invoices, dispatch notes and credit notes; deal with the standing orders on a monthly basis.
  • Monitor deposit account balances and open invoices and coordinate with colleagues in the Division of Budget and Finance as required.
  • Input contact information and manage customer lists, recording subject interests of customers in order to be able to generate mailing lists for promotional purposes.
  • Initiate requests for shipments through the AIPS system.
  • Collate sales data.
  • Assist in the preparation of promotional material, including flyers and catalogues by running queries from the database, checking text for completeness, and coordinating with colleagues in the Publishing Section on design, layout and printing.
  • Assist in the dissemination of information on IAEA publications by sending out email alerts about new publications, contacting organizers of external conferences to display books and promotional material, contacting IAEA meeting participants about the published proceedings, as well as other activities detailed in the marketing plan.
  • Maintain records and filing systems and perform other clerical duties consistent with the level of the post.

Knowledge, Skills and Abilities

  • Accuracy in dealing with figures, identifying and recognizing differences among a variety of recurring situations.
  • Knowledge of the basics of accounting practices.
  • Ability to apply sound judgement in both routine work and non-standard situations.
  • Ability to prioritize, organize, meet deadlines, adapt to constantly changing demands, and manage workload under pressure.
  • Ability to carry out routine duties independently, show initiative and self-motivation.
  • Interpersonal skills: Ability to establish and maintain good working relationships with internal and external counterparts. Dealing effectively and courteously with clients, staff and officials at all levels, in a multicultural setting, in a professional manner with respect and sensitivity for diversity.
  • Computer skills: Proficiency with MS Office 2010 (Word, Excel, Outlook, PowerPoint), which is the IAEA standard, and Enterprise Resource Planning systems.

Education, Experience and Language Skills

  • Completed secondary education.
  • Minimum of four years of relevant working experience in a clerical/administrative position, preferably within a finance/sales related environment.
  • Experience in providing customer service.
  • Experience in issuing invoices desirable.
  • English Language Test (Level 2) and English Typing test (Level 2) to IAEA standard.
  • Good knowledge of both written and spoken English essential.Knowledge of German an advantage. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an asset.

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.

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