Team Assistant(G4)

  • Location:
  • Salary:
    $40,992 - $52,809 / YEAR
  • Job type:
    FULL_TIME
  • Posted:
    2 months ago
  • Category:
    Administration
  • Deadline:
    26/02/2024

JOB DESCRIPTION

 

Organizational Setting

The Department of Nuclear Safety and Security (NS) formulates and implements the IAEA’s nuclear safety and security programme, which encompasses the Agency’s activities to protect people and the environment from radiation exposure and responds to the needs of its Member States related to nuclear safety and nuclear security.

The Division of Nuclear Security (NSNS) is responsible, upon request, for establishing, coordinating and implementing the IAEA’s nuclear security programme to protect against, detect and respond to nuclear security events and threats thereof. NSNS comprises four Sections:

•Information Management Section
•Nuclear Security of Materials Outside of Regulatory Control Section
•Nuclear Security of Materials and Facilities Section
•Programme Development and International Cooperation Section

The Nuclear Security of Materials and Facilities Section (MAFA) is responsible for activities related to the implementation of the Convention on the Physical Protection of Nuclear Material (CPPNM) and its Amendment, as well as the Code of Conduct on Safety and Security of Radioactive Sources, to establishing and sustaining nuclear security systems and measures for nuclear and other radioactive material in use, storage and during transport, as well as for associated facilities and associated activities being under regulatory control. These activities include developing nuclear security guidance in the area of regulation, assessment, protection, transport, accounting and control of nuclear and other radioactive material and security culture, which are consistent with relevant binding and non-binding international instruments, as well as assisting Member States in implementing their effective nuclear security legislative and regulatory frameworks. The Section performs assessment and provides advice through the International Physical Protection Advisory Service and expert missions, which are conducted upon the request of Member States, assists in capacity building, including education and training through international, regional and national training courses and workshops, develops methodologies and promotes dialogue and cooperation through consultancy meetings, Coordinated Research Projects and technical meetings, and assists security upgrades.

Main Purpose

Reporting to a Section/Unit Head/Supervisor and providing support to a group of Professionals, the Team Assistant contributes to the efficient operation of the office by providing assistance and advice on the administrative practices and procedures.

Functions / Key Results Expected

Correspondence and Records Management

  • Draft standard correspondence according to corporate communication guidelines. Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures. On the basis of general instructions, search office files and records and select information for use by the supervisor(s) in preparing correspondence, reports, project or programme plans.
  • Prepare graphs, charts and other visual aids for use by the supervisor(s) or experts in seminars, meetings, workshops and presentations. May prepare and format documents for Internet publication.
  • Responsible for the work unit’s Records Office in terms of: maintaining file lists, finding aids, paper and electronic files according to corporate standards, liaising with ARMS (Archives and Records Management Section) staff on records management issues, providing information to colleagues on records management standards and practices, facilitating paper file transfers and retrievals, and ensuring the proper handling of records of separating staff members.

Meetings and logistics

  • Make arrangements for internal/external meetings, seminars and other events. This may require such activities as the implementation of logistics, preparation of invitation letters and the typing, compilation and distribution of working documents and other material. Take and prepare minutes and/or notes of internal meetings.
  • Make travel and hotel arrangements, prepare travel authorizations/claims for the supervisor(s) and/or participants and compile, calculate and prepare cost estimates.

Administrative activities

  • Input, retrieve and assemble information into/from databases using commercial or IAEA specific software applications.
  • May calculate and prepare standard limited components of the programme and budget (e.g. printing requirements, consultancies) and the financial plan for the Unit/Section and may keep track of the financial budget/expenditure of the Unit/Section.
  • Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans.
  • On behalf of the supervisor, may distribute work among the other support staff of the Section, explaining work methods, assisting with routine problems and checking work in progress to ensure compliance with administrative rules and regulations.
  • Provide required support and/or backup to staff in executive offices.

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.
Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.
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

Function Name Expertise Description
Administrative Support Correspondence and Written Communication Ability to draft routine correspondence and correct documents in accordance with established standards and requirements.
Administrative Support Guidance and Training Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures.
Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office and the ability to use databases.

Qualifications, Experience and Language skills

  • Completed secondary education.
  • Minimum of four years of general office support experience, some of which in an international environment.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
  • Administrative skills test to IAEA standard may be part of the process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 45695 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff

General Information

  • The IAEA’s paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
  • Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person’s race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
  • The IAEA is committed to gender equality and to promoting a diverse workforce.
  • Recruitment will be on a LOCAL BASIS only.
  • 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.
  • The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

Evaluation process

  • The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
  • Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

  • Appointment is subject to a satisfactory medical report.
  • 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.
This job has expired.