Conference Clerk (G-2)

Organizational Unit:	Conference Services Section Division of Conference and Document Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	17 May 2013
Application Deadline:	13 June 2013
Type of Appointment:	Roster for short term seasonal assignments

Organizational Setting

The IAEA works with its Member States and multiple partners worldwide to promote safe, secure and peaceful nuclear technologies. The IAEA Secretariat, a team of 2300 multi-disciplinary professional and support staff from more than 100 countries, is headquartered at the Vienna International Centre in Vienna, Austria. One of the main functions assigned to the IAEA under 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 enable the effective exchange and dissemination of information relevant to the IAEA's work and mandate between the Secretariat and Member States, the Division of Conference and Document Services (MTCD) coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences and issuing documents in the six official IAEA languages. Within this context, the Conference Services Section is responsible for providing logistical and administrative support and services and the necessary infrastructure for all IAEA meetings. The Conference Services Section hires on a contractual basis a number of Conference Clerks each year. The present vacancy announcement for the recruitment of Conference Clerks is mainly meant for those interested in assignments of about one week in order to obtain work experience in an international environment. The expected outcome of the present announcement is to a build a Roster of successful applicants for the servicing of the IAEA's meetings and conferences held at its headquarters in Vienna, Austria. Please note: this is a vacancy notice for short-term, temporary work only and NOT for a permanent position.

Main Purpose

Under the supervision of the respective IAEA staff members, Conference Clerks assist in the preparatory work and servicing of meetings and conferences held in Vienna.

Working Relationships

Depending on the exigencies and nature of the meetings and conferences, a Conference Clerk works and interacts with the staff members in the Conference Services Section; the meeting organizer and/or technical officer/scientific secretary; interpreters and/or editors; in-house service providers for IT support, document reproduction, medical services and catering to make logistical arrangements and conference delegates from Member States and invited intergovernmental organizations to provide in-session assistance.

Functions / Key Results Expected

Assist in the set-up of meeting rooms and/or exhibition/poster sessions before each meeting as instructed by the conference organizer to ensure the timely start and smooth running of meetings. Assist the conference organizer and/or the technical officer/scientific secretary during meetings, including setting up computer for PowerPoint presentations providing logistical assistance to participants and photocopying. Make arrangement to clear the venue(s) after the meetings of any documentation, panel boards, name plates, materials used at the meetings and ensure their storage or disposal/recycling as appropriate. Perform other meeting-related duties as assigned.

Knowledge, Skills and Abilities

Interpersonal skills: Ability to interrelate effectively and tactfully in a multicultural environment with respect and sensitivity for diversity and to interrelate in a customer-friendly fashion with staff at all levels, Member States representatives as well as other external stakeholders. Ability to act with tact, diplomacy, discretion and respect for confidentiality. Organizing skills: Ability to deal with multiple tasks, work under pressure, in difficult situations and adapt to changing demands. Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint) is an asset. Ability to work, when required, beyond the normal working day, including evening/night and on the weekend. Ability to spend extensive periods of time walking and move moderately heavy items. Punctuality and formal business clothes are required.

Education, Experience and Language Skills

Completed secondary education. Experience in working in an international environment and in organizing events is an asset. Good command of English. Knowledge of other official IAEA languages (i.e. Arabic, Chinese, French, Russian or Spanish) an asset. Knowledge of German highly desirable.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €26 530 (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.