Human Resources Assistant (G-5)

Position and Grade:	Human Resources Assistant (G-5)
Organizational Unit:	Staff Administration Section Division of Human Resources Department of Management
Duty Station:	Vienna, Austria
Issue Date:	25 March 2014
Application Deadline:	14 April 2014
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.12.A

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 Human Resources plans, acquires and manages human resources to help implement IAEA programmes. The Division delivers the full spectrum of HR services, including organizational development and planning, talent acquisition and development, performance management, and administration of compensation and benefits. The Division serves a multicultural workforce of approximately 2300 people from diverse scientific, technical, managerial and professional disciplines. The Staff Administration Section administers compensation, benefits and entitlements (including pension and insurance), contracts, and ensures staff well-being through the provision of adequate working conditions.

Main Purpose

The Human Resource Assistant manages the office support in the Section, ensuring its smooth functioning and provides assistance to the Section Head and the two Unit Heads. This includes updating salaries and allowances, drafting administrative issuances, maintaining databases, carrying out preliminary research on personnel policy matters, providing administrative support to the supervisors and the Section, as well as assisting staff with enquiries relating to staff regulations and rules.

Working Relationships

The Human Resources Assistant has contacts with staff at all levels of the organization to exchange and obtain information, including on time management questions, to organize appointments and meetings related to the assignment. He/she may exchange information with various Divisions on HR matters (including disciplinary ones) and with external counterparts, in particular organizations from the UN System, such as ICSC.

Functions / Key Results Expected

Following requests made by staff members on various topics under the responsibility of the Staff Administration Section, in particular queries on time management and travel rules of a non-standard nature, review and interpret relevant staff regulations and rules, and independently provide written and oral advice accordingly. Monitor HREnquire (on-line HR-FAQ database available to all Staff), research, draft answers for Subject Matter Expert review and ensure timely response to the requester. Serve as a Point of Contact (SPOC) and AIPS super user for Travel and Time and Leave Management. This will involve respectively (i) the coordination and provision of advice on those topics; and (ii) the assistance with the detailed design of the above AIPS modules and the provision of operational support to users once these modules are implemented. Conduct preliminary research on personnel policies or practices either by contacting other UN organizations or searching the Internet; Search office files and records and select information for use by Supervisor(s) in preparing correspondence, reports, etc.; Monitor and ensure that information or data published by the Section in OASIS are updated. Monitor the status of disciplinary and appeals cases, including researching information; drafting an update and maintaining the relevant database. Organize Joint Advisory Committee (JAC) meetings, prepare agenda and status of action items, distribute working documents, and subsequent to the meetings, prepare the IOMs for approval and SEC/DIRs or INF/NOTs for promulgation of the matter. Maintain JAC files. Update salaries and allowances for uploading to ICSC website, draft administrative issuances on these matters. Provide administrative support with the ICSC GS salary, Place-to-Place and Housing surveys. Gather data relevant to the establishment of DSA calculations in Vienna, determination of income limits for spouses, etc. Provide clerical and administrative support to the Section: Screen and route incoming correspondence and documents; ensure the Section's records of all media are maintained, stored and are accessible according to corporate standards. Provide logistical support for the Section activities, including travel and meeting arrangements and providing supporting documents for appointments and meetings. Maintain and administer the Time, Attendance and Leave Management System (TALMS) for the Section Maintain other databases, such as document tracking and management reporting systems on the status and completion of work output; follow up on all matters sent for clearance and ensure that deadlines are met; prepare graphs and other visual aids for use by Supervisor(s) in meetings or presentations.

Knowledge, Skills and Abilities

Programme and individual performance: Takes initiative in setting realistic outputs, clarifying roles, responsibilities, and expected results. Evaluates own results realistically drawing conclusions from lessons learned. Decision making: Makes decisions within own scope of responsibility after consulting with others and consideration of multiple perspectives. Assumes responsibility for decisions taken and reconsiders decisions where appropriate. Teamwork/Relationships: Actively contributes to achieving team results. Displays cultural awareness and sensitivity and supports team decisions. Knowledge Management and Development: Actively shares knowledge and information with others and adopts a learning approach towards work through training, mentoring or networking. Communication: Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen and understand the perspectives of others. Analytical and strategic thinking: Analyses information, identifies critical elements, assesses consequences of different courses of action and draws logical conclusions. Change orientation: Is open to new ideas, understands the need for change and adapts accordingly. Identifies and proposes solutions to challenges.

Education, Experience and Language Skills

Completed secondary education. A minimum of five years of relevant office and administrative experience, some of which in an international environment. Knowledge of Staff Regulations and Rules, procedures and administrative guidelines in an international organization. Knowledge of administrative practices/procedures concerning staff salaries, benefits and entitlements desirable. Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment. Strong numerical skills. Strong sense of confidentiality. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, PowerPoint), and the ability to use databases. English language test (level 2) and typing test (level 1) to IAEA standard. Language skills: Excellent command of written and spoken English. Working knowledge of German. Knowledge of other official IAEA languages (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 €41 947 (subject to mandatory deductions for pension contributions and health insurance), 6 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.