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Documents Coordination Assistant


Position and Grade:Documents Coordination Assistant (G-4)
Organizational Unit:Production Unit
Publishing Section
Division of Conference and Document Services
Department of Management
Duty Station:Vienna, Austria
Issue Date:29 August 2014
Application Deadline:25 September 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.07

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 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

Reporting to the Head of the Production Unit, the Documents Coordination Assistant contributes to the efficient operation of the One Stop Shop by processing requests for publishing and printing services. Working with a team of Documents Coordination Assistants in a collaborative environment within a diverse workforce, the incumbent receives and coordinates requests for publishing and printing, checking requests for completeness and conformity with the requirements of the Section and communicates with customers on related procedures, budget information, and other basic technical questions/advice regarding publishing and printing requests. The incumbent updates and maintains data in the Publications Database, opening records and entering all necessary information. He/she tracks and follows up requests in the workflow management system and performs other clerical duties, as required.

Working Relationships

The Documents Coordination Assistant interacts with customers from the IAEA and other VBOs as well as with colleagues from all areas of the Publishing Section to obtain/receive or clarify information, explain procedures, answer or advice on basic technical questions regarding requests for publishing or printing such as feasibility of deadlines or budget estimates.

Functions / Key Results Expected

  • Receive and coordinate requests for publishing and printing, checking requests for completeness and conformity with the requirements of the Section and communicate with clients on document requirements, procedures, deadlines, budget information, and other basic technical questions/advice regarding the publishing and printing of requests.
  • Update and maintain data in the Publications Database, opening records and entering all necessary information. Track and follow up on requests in the workflow management system and perform other clerical duties, as required.
  • Provide basic technical advice on printing requirements as well as deadlines, information on procedures and cost estimates to customers.
  • Track and follow up on requests in the workflow management system in order to answer queries from clients and provide advice on all aspects of the services rendered.
  • Perform routine clerical/administrative duties for the Unit such as preparing Requests for Procurement, following up on delivery notes, or drafting routine correspondence.
  • Coordinate displays and materials for the General Conference, when required.
  • Identify and implement process improvements at his/her own workplace, or recommend workflow streamlining within his/her own organizational unit to achieve efficient process delivery.

Knowledge, Skills and Abilities

  • Organizing skills: Ability to prioritize work assignments, organize own schedule, meet deadlines and adapt to constantly changing demands and multitasking. Ability to manage a heavy workload under time pressure.
  • Focus on quality: Accuracy and ability to pay attention to detail.
  • Interpersonal skills: Ability to work effectively in a team with peers in a multicultural environment and to interrelate in a customer-friendly fashion with IAEA staff at all levels as well as with external counterparts.
  • Ability to use initiative and judgment appropriate to situations.
  • Communication skills: Ability to convey information, verbally or in writing, effectively.
  • Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook) and ability to use databases.
  • Basic knowledge of printing systems, the publishing process and the flow of documents in the IAEA desirable.
  • Familiarity with Agency Information System for Programme Support (AIPS) procurement system, DocTrack and procurement procedures desirable.

Education, Experience and Language Skills

  • Completed secondary education.
  • A minimum of four years of general office support experience some of which in an international environment.
  • English language test (level 2) and typing test (level 2) to IAEA standard.
  • Language skills: Good command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian or Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €36 261 (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/JobsNo 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): IntegrityProfessionalism 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.