Implementation Assistant (NS)
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Location:
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Salary:$47,422 - $61,084 / YEAR
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Job type:FULL_TIME
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Posted:2 months ago
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Category:
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Deadline:09/09/2024
JOB DESCRIPTION
Main Purpose
Under the supervision of the Head of the organizational unit, the incumbent contributes to the implementation of actions and tasks relating to the relevant programme area, 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.
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, technical visits, conferences and meetings, including drafting documents and managing the clearance process.
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Arrange travel for staff, consultants and meeting participants using the Events Management System and the Agency’s TRAC system. Arrange for the hiring of consultants utilizing TALEO.
Responsible for problem-solving regarding administrative arrangements (travel, financial transfers, etc.) according to the IAEA Financial Rules and Regulations. Ensure that final accounts are settled correctly.
Compile participant nominations and summarize proposed recommendations for the Technical Officer.
Responsible for filing (electronic and hardcopy) of all relevant documents for each event.
Support the preparation of meeting papers, mission reports and training materials.
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Within the assigned responsibilities, liaise between the Division and missions, host governments, United Nations Development Programme and different Departments of the IAEA.
Work collaboratively with other support staff in the Division and perform other administrative duties as required.
Competencies and Expertise
Core Competencies(Competency Framework)
| Name | Definition |
|---|---|
| Planning and Organizing | Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans. |
| Communication | Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions. |
| Achieving Results | Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned. |
| Teamwork | Actively contributes to achieving team results. Supports team decisions. |
Functional Competencies
| Name | Definition |
|---|---|
| Analytical thinking | Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. |
| Client orientation | Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. |
| Resilience | Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks. |
Required Expertise
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| Function | Name | Expertise Description |
|---|---|---|
| Administrative Support | Data Management | Experience in maging data as a project administrator |
| Administrative Support | Data and Information Analysis and Reporting | Experience in managing data and formatting reports |
Asset Expertise
| Function | Name | Expertise Description |
|---|---|---|
| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | 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. |
| Administrative Support | Travel and Visa Support | Knowledge of travel rules and regulations and visa processes necessary for Agency meeting participants. |
Qualifications, 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.
- Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
- Administrative skills set to IAEA standard might be part of the selection process.
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