JOB DESCRIPTION

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant”s location.

This position is on a part-time basis (50% work schedule)

Organizational Setting

The Department of Nuclear Sciences and Applications implements the IAEA”s Major Programme 2, “Nuclear Techniques for Development and Environmental Protection”. This Major Programme comprises individual programmes on food and agriculture, human health, water resources, environment and radiation technologies. These programmes are supported by laboratories in Seibersdorf, Monaco and Vienna. The Major Programme”s objective is to enhance the capacity of Member States to meet basic human needs and to assess and manage the marine and terrestrial environments through the use of nuclear and isotopic techniques in sustainable development programmes.

The Division of Human Health is organized into four Sections whose objectives are to enhance the capabilities of Member States to address needs related to the prevention, diagnosis and treatment of health problems through the development and application of nuclear techniques within a framework of quality assurance.

Main Purpose

Under the supervision of the Divisional Director, the Implementation Assistant provides programme and operational support in implementing NAHU critical projects St Jude operations under the Rays of Hope Initiative within the planned timelines and assigned budget. She/he processes tasks related to the relevant programme area and provides support to the divisional Administrative Associate in the area of finance.

Functions / Key Results Expected

• In collaboration with the team related to the assignment, serve as the point of contact for logistical arrangements and provide administrative assistance working with IAEA electronic systems (AIPS, iProc, etc.)
• Assist in the scheduling, coordination, implementation and follow-up of internal/external meetings, seminars and other events, including drafting documents and managing clearance processes
• Make travel arrangements for staff, consultants and meeting participants, prepare travel authorizations/claims for the supervisor(s) and/or participants and compile, calculate and prepare cost estimates.
• In line with funding allocations, review and monitor funds and expenditures for assigned extrabudgetary projects in consultation with Administrative Associate and Division of Budget and Finance.
• Draft standard correspondence according to corporate communication guidelines. Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures.
• Input, retrieve and assemble information into/from databases using commercial or IAEA specific software applications.
• Work collaboratively with other support staff in the executive office and perform other administrative duties as required

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

FunctionNameExpertise Description Administrative SupportCorrespondence and Written CommunicationAbility to draft routine correspondence and correct documents in accordance with established standards and requirements Administrative SupportDiscretion and Respect for ConfidentialityAbility to act with tact, diplomacy, discretion and respect for confidentiality Administrative SupportGuidance and TrainingAbility to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures Administrative SupportMS 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 general office support experience, some of which in an international environment
• Experience in drafting and formatting reports and correspondence.
• Experience in Events and Travel Management.
• High degree of accuracy and ability to pay attention to detail.
• Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• Administrative skills testing may be part of the selection process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 57876 (full-time) (subject to mandatory deductions for pension contributions and health insurance), 6 weeks” annual vacation, pension plan and health insurance. This position is on a part-time basis (50% work schedule) and salaries, allowances and other entitlements are reduced accordingly. 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.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements