Implementation Assistant

Position and Grade:	Implementation Assistant (G-5)
Organizational Unit:	Nuclear Safety Action Team Department of Nuclear Safety and Security
Duty Station:	Vienna, Austria
Issue Date:	26 February 2014
Application Deadline:	18 March 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

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 Nuclear Safety Action Team (NSAT) is part of the Department of Nuclear Safety and Security and reports to the Deputy Director General, Head of the Department and coordinates closely with the Director General's Office for Coordination. The Team's role is to oversee prompt implementation of the IAEA Action Plan on Nuclear Safety (drawn up in the wake of the Fukushima Daiichi accident) and to ensure proper coordination among all stakeholders.

Main Purpose

Under the supervision of the Extrabudgetary Programme (EBP) Associate Project Analyst and the Special Coordinator, the Implementation Assistant contributes to the effective implementation of actions and tasks relating to the Nuclear Safety Action Team's extrabudgetary projects, i.e. training events, technical meetings, expert missions and consultancies, in accordance with established policies and procedures and quality standards. The Implementation Assistant independently processes all administrative actions related to the recruitment of experts, lecturers, consultants, training course and meeting participants. He/she monitors financial implementation, prepares funding estimates and statistics, and supports the EBP Associate Project Analyst for financial reporting.

Working Relationships

The Implementation Assistant has frequent contact with the Special Coordinator of NSAT and the Associate Project Analyst for day-to-day operations and briefings. He/she receives general guidance from NSAT's Special Coordinator. The Implementation Assistant has regular contact with NSAT staff and EBP team members to collect and provide data for the Agency-wide Information System for Programme Support (AIPS/iProc) and/or NSAT databases and to give guidance on administrative processes concerning the EBP. He/she has infrequent contact with staff in the Division of Budget and Finance, Permanent Missions, and counterparts in Member States for the purpose of EBP information exchange.

Functions / Key Results Expected

Serve as the point of contact for logistical and financial arrangements, prepare cost estimates based on budget considerations, and assist with administrative tasks working with the IAEA's corporate systems (AIPS, iProc, Hyperion, 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 Systems (ATLAS), according to the IAEA Financial Rules & Regulations. Ensure that final accounts are settled correctly. Ensure correct EBP requisitions and data entry for experts' payments and financial accounting with a view to facilitate progress reporting to the donor in line with donor requirements; maintain individual databases for workflow and financial monitoring as required. Maintain a full set of EBP files and records, both electronically and in hard copy, in preparation for meeting papers, mission reports and training materials, including the production of presentation materials and CDs. Within the assigned responsibilities, liaise between NSAT and Missions, Host Governments, UNDP (United Nations Development Programme) and different Departments of the IAEA on administrative matters. Provide administrative support during missions and assist with consolidating inputs for the final mission report as required. 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. Familiarity in dealing 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, AIPS contacts online 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.