Vacancy Notice No. 2008/239
Position and Grade: Office Assistant (G-5)
Organizational Unit: Division of Physical and Chemical Sciences
Department of Nuclear Sciences and Applications
Duty Station: Vienna, Austria
Issue Date: 6 June 2008
Application Deadline: 3 July 2008
Type of Appointment: Fixed term (subject to a probationary period of 6 months)

Organizational Setting
The Division of Physical and Chemical Sciences (NAPC) is one of several divisions and laboratories in the Department of Nuclear Sciences and Applications. NAPC is responsible for carrying out Agency activities to assist and advise Member States in assessing their needs of research and development in the nuclear sciences, as well as in supporting their activities in specific fields, including: industrial applications of radiation and isotopes; isotope hydrology and geochemistry; nuclear and analytical chemistry; atomic and nuclear data for applications; plasma physics applications; controlled nuclear fusion; production of radioisotopes and labelled compounds; radiation chemistry; and utilization of research reactors.

The operating environment is dynamic, participative and interactive with inputs received from the Board of Governors, the General Conference, policy and decision-makers, and technical counterparts in Member States and the international development community.

Assignment
Provide secretarial support to the Director and assist in the functions of the office of the Director.
  • Correspondence
    • Screen and route incoming correspondence to the appropriate staff in the division for action and provide information in response to queries.
    • Compile division's responses, as well as reports, and ensure adherence to deadlines.
    • Draft routine correspondence, prepare meeting minutes and type reports and documents as required. Check letters for adherence to IAEA style and parafiles.
  • Coordinating activities and travel
    • Co-ordinate the Director's activities such as making travel arrangements, scheduling appointments and meetings and assembling background material required for the above activities.
    • Review staff travel and non-staff travel requests for accuracy and forwarding to Administrative Assistant.
    • Prepare divisional quarterly travel plans.
  • Support the Director in his capacity as Technical Co-operation Liaison Officer, including monitoring of all incoming TC Fellowship and Expert evaluation requests and distributing to appropriate Technical Officers.
  • Maintain the Time, Attendance and Leave Management System (TALMS) for the Division and overall administration of the Director's office (procurement, supplies, equipment and furniture requests).
  • Maintain the Director's office filing system including Livelink.
  • Provide backup to Administrative Assistant and perform other administrative duties as may be required.

Knowledge, Skills and Abilities
  • Ability to work with a high degree of accuracy and attention to detail under a strict time schedule in a busy office environment.
  • Good working knowledge of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint).
  • Knowledge of and experience in a computerized travel system such as the IAEA's Travel, Lodging and Subsistence System (ATLAS).
  • Ability to work with a computerized time and attendance recording system such as IAEA's Time, Attendance and Leave Management System (TALMS).
  • Knowledge of and experience in using the Agency-wide Meeting System (AwMS), Procurement System, Livelink, TC prime and pride would be an asset.
  • Knowledge of and experience in financial and programme management systems such as IAEA's Fintrack and PROBIS.
  • Ability to act with tact, diplomacy, discretion and respect for confidentiality.
  • Good communication and interpersonal skills combined with an ability to work in and adapt to a multicultural environment with sensitivity to and respect for diversity.
  • Good drafting skills in English.
  • English grammar and typing tests to the IAEA standard.
  • Fluency in spoken and written English essential. Knowledge of any other official IAEA language (Arabic, Chinese, French, Spanish and Russian) an advantage.

Education and Experience
  • Completed secondary education.
  • At least seven years of relevant clerical/administrative experience.
  • Experience in handling restricted and confidential information.

Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €37 141 (subject to mandatory deductions for pension contributions and health insurance), six 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 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 Agency or to authorize it to seek all information relevant to their suitability for employment by the Agency. 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. 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 to make an appointment with a modified job description or for shorter duration than indicated above.