Programme Assistant (G-5)

Organizational Unit:	Insect Pest Control Section Joint FAO/IAEA Division of Nuclear Techniques in Food and Agriculture Department of Nuclear Sciences and Applications
Duty Station:	Vienna, Austria
Issue Date:	15 May 2013
Application Deadline:	12 June 2013
Type of Appointment:	Fixed term extrabudgetary (subject to a probationary period of 1 year)
CCOG codes:	2.A.12.a

Organizational Setting

The Department of Nuclear Sciences and Applications implements the IAEA's Major Programme 2, "Nuclear Techniques for Development and Environmental Protection". This Major Programme comprises individual programmes on food and agriculture, human health, water resources, environment and radiation technologies. These programmes are supported by laboratories in Seibersdorf, Monaco and Vienna. The Major Programme's objective is to enhance the capacity of Member States to meet basic human needs and to assess and manage the marine and terrestrial environments through the use of nuclear and isotopic techniques in sustainable development programmes. The Joint FAO/IAEA Division of Nuclear Techniques in Food and Agriculture assists Member States of the Food and Agriculture Organization of the United Nations (FAO) and the IAEA in using nuclear techniques and related technologies to improve food security, alleviate poverty and promote sustainable agriculture. The Joint Division consists of five Sections, each with an associated laboratory (located in Seibersdorf, 45 km south of Vienna), in the areas of: animal production and health; plant breeding and genetics; insect pest control; soil and water management and crop nutrition; and food and environmental protection. The Insect Pest Control Section and Laboratory assist Member States with the development, dissemination and transfer of sterile insect and related environmentally friendly technologies for the area-wide integrated suppression, containment or eradication of major insect pests affecting crops, livestock and human health.

Main Purpose

Under the supervision of the Section Head, the Programme Assistant provides administrative support to the organization of a variety of conferences, workshops and meetings, manages the administrative arrangements in the Section in coordination with clerical staff in the Subprogramme, and provides assistance to the Section Head and other professional staff in the Section.

Working Relationships

The Programme Assistant has contact with staff at all levels in the Section, the Laboratory, and in other Divisions and Departments, with officials outside the IAEA, including representatives to the IAEA and FAO, and with counterpart organizations within the Member States. The Programme Assistant collects, provides and relays information between all parties and provides guidance to other support staff in the Subprogramme.

Functions / Key Results Expected

Meetings and logistics Assist in the organization of conferences, workshops, seminars and research coordination/consultants' meetings of the Subprogramme by communicating with participants and making all required travel and meeting arrangements. Coordinate activities and travel for Section staff members - provide logistical support for the Section's activities, such as making travel arrangements, scheduling appointments and meetings, and assembling background material required for the above activities. Review travel requests for accuracy and forwarding to the Administrative Assistant. Prepare quarterly travel plans. Administrative activities Provide administrative support to coordinated research projects by coordinating the yearly renewal of contracts, maintaining the financial plan of research contract funds, and updating the status of expenditures. Provide support and follow-up action related to the technical backstopping of in-house Technical Cooperation (TC) projects and with the FAO regarding preparation of procurement requests, expert requests, technical reports and evaluation of expert reports, etc. Manage overall administration of the Section's office (procurement, supplies, equipment and furniture requests) and provide support in the preparation of the programme and budget, annual reports, programme performance appraisal and publishing/printing requirements. Coordinate office coverage and perform other related duties as required by the Section Head. Correspondence and Documents Management Proofread technical documents and publications checking for spelling, punctuation, grammar, syntax, completeness and adherence to established style guidelines. Follow up with publishing staff for finalization. Collate information on Subprogramme activities for the semi-annual newsletter and for maintaining the Subprogramme's website. Maintain and update the Subprogramme's contact/mailing list and assist in maintaining and further developing databases operated by the Section. Receive, review and screen all incoming correspondence and documents and route to the appropriate officer or area for action and/or information, attaching information as needed and maintaining a follow-up system. Draft standard and non-routine correspondence, prepare meeting minutes and type reports and documents as required.

Knowledge, Skills and Abilities

Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, adapt to constantly changing demands and multitask. Ability to manage a heavy workload under time pressure. Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment. Interpersonal skills: Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to work effectively as a team member in a multicultural environment and to establish and maintain a range of contacts and deal appropriately with counterparts. Communication skills: Ability to convey verbal information effectively with staff at various levels as well as with external counterparts and to draft routine correspondence and correct documents in accordance with established standards and requirements. Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures to be followed. Computer skills: Proficiency in MS Office 2010 (Word, Excel, Outlook, PowerPoint), which is the IAEA standard, and the ability to use databases.

Education, Experience and Language Skills

Completed secondary education. Minimum of five years of general office support experience, some of which in an international environment. English language test (level 2) and typing test (level 1) to IAEA standard. Language skills: Good command of written and spoken English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) or German an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €41 082 (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.