Safeguards Information Assistant

Position and Grade:	Safeguards Information Assistant (G-5)
Organizational Unit:	Nuclear Fuel Cycle Analysis Section Division of Information ManagementDepartment of Safeguards
Duty Station:	Vienna, Austria
Issue Date:	11 August 2014
Application Deadline:	12 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:	9Z99Z

Organizational Setting

The Department of Safeguards is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for some 180 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries. The Department of Safeguards consists of six Divisions: three Operations Divisions: A, B and C, for the implementation of verification activities around the world; three Technical Divisions: Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services; as well as two Offices: the Office of Safeguards Analytical Services and the Office of Information and Communication Services. The Division of Information Management comprises four Sections and provides the Department of Safeguards with data processing services, secure information distribution, information analysis and knowledge generation necessary to draw independent, impartial and soundly based safeguards conclusions.

Main Purpose

Under the supervision of the relevant Division/Section staff and of the Section Head, to contribute to the IAEA's overall objective to maintain and further develop an effective and efficient verification system by ensuring the production of quality documents in accordance with established policies and procedures and with quality standards, by supporting knowledge management through the effective organization of a technical and scientific reference repository and the maintenance of the Division's portal information pages, documents and management tools and by ensuring the successful convening of training events, technical meetings, and expert consultancies.

Working Relationships

Under the supervision of the Director and Section Head, the Safeguards Information Assistant works in a team on matters related to the preparation of safeguards technical reports, the effective management of technical and scientific reference documents, the maintenance of the Division's portal information pages, documents and management tools and the successful convening of training events, technical meetings, and expert consultancies, in accordance with established policies and procedures and with quality standards. In liaison with the Safeguards Training Section, the Division Section Heads and the Director, the Safeguards Information Assistant also ensures the function of Divisional Training Officer and processes all administrative actions related to the training of the Division's staff, from the nomination and prioritization of participants to the maintenance of the staff's training profiles and the documentation of their training needs. Under the supervision of the Section's Quality Management Officer and with the help of the Department's staff in charge of the Quality Management System, the Safeguards Information Assistant facilitates the management of QMS documentation; consolidates and organizes data and information to support the development of procedures and standards ensuring version control and publication; participates in the development and maintenance of a Knowledge Management platform as a mechanism for sharing best practices and institutional knowledge.

Functions / Key Results Expected

Document Management Process, pre-edit, proofread and finalize scientific and technical documents containing tables, charts, figures, mathematical formulas, diagrams, illustrations, references and bibliographies, in accordance with the IAEA's editorial rules and style guidelines and with established quality control procedures. Provide originators with specific instructions on correct format, layout, style and submission procedures. Compile statistics and produce tables and graphs and other visual aids for use by the supervisor(s) or experts in evaluation reports, seminars, meetings, workshops and presentations. Prepare and format documents for publication in the SG Portal. Knowledge and QA Management Maintain a information management system for technical and scientific documentation, including the design of portal pages and collaborative spaces; Support managers in the development and dissemination of knowledge management methodology, guidance documents and tools and the provision of sustainable education, training and information exchange and in the retention of knowledge. Assist with the management of QMS documentation; consolidate and organize data and information to support the development of procedures and standards ensuring version control and publication; maintain electronic documents and manage hardcopy materials for collection and dissemination via Livelink and the SG Portal. Schedule, coordinate, implement and follow-up on all activities involved in internal/external meetings, seminars, workshops, web-based meeting and other events. Search and gather up-to-date information on specific topics. Respond to inquiries, retrieve documents, references and articles to assist the work of the staff. Training Consolidate the Divisional training requests and provide SGCP-CTR with a prioritized nomination list for the different Safeguards Training courses. Maintain and further develop the divisional Portal site for the electronic submission and the management of SGIM staff's training and travel requests. Maintain the training database and run statistical reports as required. Make proposals for the streamlining of the training processes in the Division. Liaise with SGCP-CTR in SG training matters and attend the quarterly DTOs meetings in representation of the Division. Ensure the design, development, deployment and maintenance of the SGIM Portal site;

Knowledge, Skills and Abilities

Technical and professional Expertise: Good knowledge of the IAEA's organizational structure and safeguards programmes, activities, procedures and processes an asset. Experience in processing and proofreading of scientific and technical documents with a high standard of accuracy. Ability to draft and edit non-routine correspondence in English. Correct documents and present information in accordance with Agency standards an asset. Knowledge of and experience in using a meeting system, such as Agency-wide Meeting System (AwMS). Working knowledge of a document management system, such as Livelink desirable. Extensive experience with SharePoint and the different functionalities and applications. Familiarity with quality management systems and/or project management is desirable. Strong planning and 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 work effectively in a dynamic working environment. Performance, accountability and problem solving: Ability to pay attention to accuracy and details and to understand how to detect and resolve issues and to escalate them when necessary. Strong communication skills to convey work results as well as issues and suggested resolutions to management and stakeholders in a clear manner. Continuous learning and development skills: willingness to learn new skills and to acquire knowledge and proficiency in areas relevant to the post responsibilities and to the activities of the Section and Division. Good interpersonal skills: Ability to act with tact, diplomacy, discretion and respect for confidentiality and to work harmoniously in a multicultural team with sensitivity and respect for diversity.

Education, Experience and Language Skills

Completed secondary education. A minimum of five years of relevant work experience in a clerical/administrative position, some of it in an international organization. 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.