JOB DESCRIPTION

Main Purpose

Reporting to the Section Head, through the Senior Inspector in the Coordination and Support Section, the Safeguards Coordination Assistant (Records Management), carries out a variety of tasks to manage complex technical documentation required for the preparation of safeguards verification activities and the documentation, such as registering and recording documents, filing and distributing of information and preparing reports. He/she provides guidance and advice on the proper use, application, and the importance of Safeguards documentation procedures and working methods.

Functions / Key Results Expected

Register paper-based and electronic Divisional documents and distribute to all Officers concerned. Ensure all documents and Department related working papers are traceable, available and up-to-date. Ensure highly confidential or confidential documents are handled according to the prevailing security rules within the Section. Record and track anomalies declared during the implementation of the inspection activities in the field, follow up and track status of anomaly until issue is Resolved/Closed. Prepare monthly anomaly status report.
File and distribute of Design Information Questionnaires (DIQs) received from the State, keep track on the actions to be taken by the responsible officer on the review and preparation of the comments to the State. Maintain status table up-to-date.
Review and report quality performance through the use of existing records and statistics. Issue regular reports related to Inspection Documentation Packages (IDP) tracking status.
Collect, compile and maintain data in support of quality improvements by cross checking divisional quality control results vs. those of other Divisions and assures that the system is corrected.
Act as team member providing back-up and support to other GS staff as required and/or instructed by the Senior Inspector or Section Head.

Competencies and Expertise

Core Competencies(Competency Framework)

Name Definition   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.   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.

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

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 Data Management       Administrative Support Discretion and Respect for Confidentiality High level of understanding of the importance of and the protocols involved with handling highly sensitive, confidential, and classified documents, specifically safeguards related.       Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office 2010 and the ability to use databases.

Qualifications, Experience and Language skills

Completed secondary education.
Minimum of five years of relevant working experience, some of which in an international environment.
Experience in database management, data retrieval applications and document management desirable.
Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements