Implementation Assistant

Position and Grade:	Implementation Assistant (G-5)
Organizational Unit:	Information Management Section Division of Nuclear Security Department of Nuclear Safety and Security
Duty Station:	Vienna, Austria
Issue Date:	1 September 2014
Application Deadline:	28 September 2014
Type of Appointment:	Fixed term extrabudgetary, 2 years (subject to a probationary period of 1 year)
CCOG codes:	2.A.12

Organizational Setting

The Department of Nuclear Safety and Security formulates and implements the IAEA's Major Programme 3, "Nuclear Safety and Security", which encompasses the IAEA's activities to protect people and the environment from radiation exposure, and responds to the safety and security related needs of its Member States. The Division of Nuclear Security is responsible for coordinating and implementing the IAEA's nuclear security programme to protect against, detect and respond to criminal acts or acts of nuclear terrorism and threats thereof. It comprises four Sections: Programme Development and International Cooperation Section, Information Management Section, Nuclear Security of Materials and Facilities Section and Nuclear Security of Materials outside of Regulatory Control Section. The Information Management Section is responsible for the establishment and maintenance of the mechanisms required to collect, collate and analyse nuclear security related information required for the effective implementation of activities to strengthen the international nuclear security framework. The Section is responsible for maintaining the Incident and Trafficking Database and related information, as well as the system to develop and coordinate the implementation of Integrated Nuclear Security Support Plans. For this purpose, it liaises with other international organizations and Member States to enhance cooperation in and increase the outreach of nuclear security information. The Section is also responsible for implementing arrangements to maintain the confidentiality of sensitive information.

Main Purpose

Under the supervision of the Section Head, the incumbent contributes to the implementation of actions and tasks relating to the Nuclear Security Plan, i.e. training events, technical meetings, expert missions and consultancies in accordance with established policies and procedures and quality standards. The incumbent independently processes all administrative actions related to the recruitment of experts, lecturers, consultants, and training course and meeting participants.

Working Relationships

The Implementation Assistant clarifies and resolves administrative issues to the extent possible with the appropriate staff in the Division, Department, Departments of Management or Technical Cooperation. The incumbent exchanges information with officials outside the IAEA concerning local arrangements for IAEA training events or missions, including operational costs, and with the experts participating in the training events or missions concerning logistical and financial arrangements.

Functions / Key Results Expected

Serve as the point of contact for logistical and financial arrangements, prepare cost estimates based on budget considerations, and provide administrative assistance working with IAEA electronic systems (AIPS, iProc, etc.). Assist in the scheduling, coordination, implementation and follow-up of missions, training events, meetings, etc., including drafting documents and managing the clearance process. Arrange travel for staff, consultants and meeting participants using the Agency-wide Meeting System (AwMS) and the Agency's Travel Lodging and Subsistence System (ATLAS). Responsible for problem-solving regarding administrative arrangements (travel, financial transfers, etc.) according to the IAEA Financial Rules & Regulations. Ensure that final accounts are settled correctly. Compile nominations and summarize proposed recommendations to the Task Officer using the Training Management System (TMS). Assist in developing, compiling and summarizing evaluation forms from training events and upload information into TMS. Responsible for filing (electronic & hardcopy) of all relevant documents for each event. Responsible for printing, collating and binding of meeting papers, mission reports and training materials, including production of CDs. Within the assigned responsibilities, liaise between the Division and missions, host governments, United National Development Programme and different departments of the IAEA on administrative matters. Support other team members as required.

Knowledge, Skills and Abilities

Organizing skills: Ability to prioritize work assignments, organize own schedule, take initiative, perform routine work independently, meet deadlines, adapt to constantly changing demands and multitask. Ability to manage a heavy workload under time pressure. 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 and to draft routine correspondence and correct documents in accordance with established standards and requirements. Ability to manage conflicting priorities and deal with tasks related to meetings, appointments, travel and follow-up. Computer skills: Proficiency in the use of MS Office 2010 (Word, PowerPoint, Excel, Outlook), which is the IAEA's standard, Adobe Acrobat, and ability to use databases; Knowledge of and experience in using a computerized travel system and databases such as ATLAS and AwMS; and Knowledge of and experience in using the IAEA's corporate system (AIPS, iProc, etc.) an asset.

Education, Experience and Language Skills

Completed secondary education. Minimum of five years of relevant work experience in a clerical/administrative position, preferably in an international organization. Experience in project administration with an understanding of finance. Experience in drafting and formatting reports and correspondence. English language test (level 2) and typing test (level 1) to IAEA standard. Language skills: Good command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an asset.

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.