Vacancy Notice No. 2008/240
Position and Grade: Office Assistant (G-5)
Organizational Unit: Division of Operations C
Department of Safeguards
Duty Station: Vienna, Austria
Issue Date: 12 June 2008
Application Deadline: 10 July 2008
Type of Appointment: Fixed term (subject to a probationary period of 6 months)

Organizational Setting
The Department of Safeguards is the organisational hub for the IAEA's safeguards work. The IAEA inspects nuclear and related facilities under safeguards agreements with more than 140 States. There are three Operations Divisions, A, B and C, for the implementation of verification activities. While each Division covers different countries, all three have equivalent status, function and responsibilities for applying safeguards.

Safeguards inspection activities are divided into activities in the field and at Headquarters. The time at Headquarters is used to complete, prepare for and follow up on activities in the field, assisting in the quality control of inspection reports, complementary access reports and statements, and in the evaluation of additional protocol declarations, as well as to perform a variety of additional functions, including the preparation of procedures, review of design information questionnaires, drafting of Subsidiary Arrangements, contributing to State evaluation reports and providing operational support.

The Division of Operations C is responsible for safeguards in 47 States in the European Union, the Newly Independent States (NIS) and Eastern Europe, some of which have advanced and complex nuclear activities. Additionally, most of these States have an additional protocol to their safeguards agreement in force. This situation results in a dynamic and challenging environment with added management complexity.

Assignment
The work in the Director's office involves coordination of work received from and follow-up of assignments given to Sections. It requires high accuracy and a methodical mind as well as a high degree of discretion and a mature personality in order to deal with problems of a personal and professional nature.

Specifically, the incumbent's work includes the following:
  • Receive, log, review and distribute all incoming correspondence to the Director's office, ensuring that deadlines are met on action items and checking outgoing mail for accuracy and conformity with overall policy or specific instructions. The incumbent will be responsible for developing and maintaining an electronic system for coordination and follow-up of assignments that allows the smooth operation of the office.
  • Arrange and monitor the Director's appointments, meetings and travel, liaising with Missions and Embassies when necessary, and ensure a smooth and orderly running of the Director's office.
  • Maintain the Director's files and type as well as draft correspondence. To act as secretary at Division meetings.
  • Maintain close contact with the Division's clerks to ensure continuity in the case of absences and to organize office coverage when required.
  • Enter and retrieve data, making use of various computerized systems.
  • Perform other duties as assigned by the Director.

Knowledge, Skills and Abilities
  • Ability to work with a high degree of accuracy and concentration to detail under a strict time schedule in a busy office environment.
  • Good working knowledge of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard.
  • A thorough knowledge of IAEA standard computer applications, including ATLAS and TALMS, highly desirable.
  • Knowledge of Safeguards procedures, including the treatment of Safeguards confidential and sensitive information, desirable.
  • 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 organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to constantly changing demands and multitasking.
  • Excellent knowledge of English. Knowledge of any other official IAEA language (Arabic, Chinese, French, Spanish and Russian) an advantage.
  • English grammar and typing tests to IAEA standard.

Education and Experience
  • Completed secondary education.
  • At least seven years of progressively responsible clerical/secretarial experience.
  • Training and practical experience in office automation, i.e. word processor and computer applications, including experience with the use of databases is essential.
  • Experience in handling 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.