Conference Service Clerk (G-4)

Organizational Unit:	Conference Services Section Division of Conference and Document Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	15 May 2013
Application Deadline:	12 June 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.04

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 Conference Services Section has the overall responsibility for providing administrative support for IAEA meetings and for coordinating the financial and technical requirements for meetings held at Headquarters or elsewhere. It also provides, occasionally, logistical assistance and support to non-IAEA meetings hosted by the Secretariat, at the Vienna International Centre.

Main Purpose

Reporting to the Section Head, the Conference Service Clerk provides organizational and administrative assistance for the IAEA's exhibitions and displays for the meetings. The incumbent receives and processes the booking of meeting premises and services through the reservation systems, updates daily events monitors and assists Divisions and meeting organizers on the logistics arrangements for the meetings held at the IAEA's headquarters.

Working Relationships

The Conference Service Clerk works with meeting organizers, MTCD Publishing Section, UN Security and Safety Services, Buildings Management, MTGS/Technical services and the Office of Procurement Services (MTPS), meeting participants, representatives of Permanent Missions and VIC catering service to coordinate meeting related preparations. He/she also corresponds with external exhibitors and logistics companies to ensure the exhibits/displays are up and running at the beginning of the event and all materials are shipped back at the closure in a timely manner.

Functions / Key Results Expected

Plan and execute exhibitions and displays of all sizes according to the client's requirements by providing precise and comprehensive instructions to the exhibitors and the service providers and establish a time schedule and relevant procedures for setup and dismantling in view of meeting deadlines. Coordinate with MTPS for the purchase/rental of equipment and materials for exhibits and liaise with outside vendors to ensure delivery of the required product, and quality and to coordinate the closing of exhibits. Arrange for hospitality events in connection with exhibits and other related events. Receive and process the meetings services requests, contact the Scientific Secretaries or support staff regarding specific meeting requirements, arrange for technical equipment, liaise with Vienna based UN Organizations for the use of meeting rooms and/or equipment as required. Compile statistics on exhibitions and meetings. Compile the Weekly List of Meetings and distribute it within the IAEA and to Permanent Missions, enter the meetings data in the Agency-wide Meeting System (AwMS) and post the meetings-related information on daily events monitors. Check all conference/meeting rooms regularly, ensure the furniture, equipment, and stationery supplies for meetings are properly arranged and fully functional.

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. Ability to manage an extremely heavy workload under pressure. Interpersonal skills: Ability to act with tact, diplomacy and discretion. Ability to work effectively as a team member with staff at all levels in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Customer-orientation: Ability to analyse/identify clients' needs and constraints and to provide efficient and customer-friendly services in a timely manner. Communication skills: Ability to convey verbal information effectively and to draft correspondence and other documents in a clear and precise manner. Computer skills: Proficiency in MS Office 2010 (Word, Excel, Outlook), which is the IAEA standard, and ability to use MS Visio and Livelink.

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 English Typing Test (Level 2) to IAEA standard. Good command of written and spoken English. Knowledge of 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.