Vacancy Notice No. 2008/262
Position and Grade: Programme Management Assistant (G-5)
Organizational Unit: Division for Latin America
Department of Technical Cooperation
Duty Station: Vienna, Austria
Issue Date: 22 August 2008
Application Deadline: 18 September 2008
Type of Appointment: Fixed term (subject to a probationary period of 6 months)
CCOG code: 2.A.06

Organizational Setting
The Department of Technical Cooperation consists of a Division of Programme Support and Coordination and four Regional Divisions, which are organized into two Sections each. The objective of the Regional Divisions is to respond to relevant developmental priorities in Member States (MS) through effective programme management, increased engagement of MS, partnership building and improved coordination in the region and to contribute to increased self-reliance of MS in the application of nuclear techniques. The TC operating environment is interactive, participative and dynamic with continuous inputs received from the Board of Governors, the General Conference, policy and decision-makers in Member States, other parts of the Secretariat and the international development community.

Each Section is responsible for a number of countries in the region and consists of 3 to 4 Programme Management Officers and 10-12 support staff. The G-5 Programme Management Assistant reports to the Section Head.

Assignment
Under the supervision of the Section Head, the main purpose of the post is to process implementation actions relating to one of the three human resource components of projects (training courses / placement of fellowship / recruitment of experts) in accordance with established policies and procedures and quality standards.

As an active member of project and country teams, the G-5 Programme Management Assistant independently processes all actions related to one project component; he/she gets guidance on cases deviating from standard procedures.

In particular, the Programme Management Assistant:
  • Manages the administrative arrangements for one of the project components (training courses / placement of fellows / recruitment of experts) and ensures completeness of relevant records.
  • Reviews requests for completeness and correctness; liaises with counterpart institutions in Member States to clarify and coordinate administrative and financial arrangements following Agency standards and procedures.
  • Prepares contractual, travel and financial arrangements based on the approved costs.
  • Provides correct coding information; prepares obligations and payment requests, reconciling budgets with expenditure; ensures accuracy of entitlements and follows up outstanding obligations or refunds to close accounts.
  • Provides back up for at least one of the other components.
  • Carries out other functions specific to the component as required.

Knowledge, Skills and Abilities
  • Good organization skills to deal with a large volume of work under time pressure, the ability to manage conflicting priorities, and familiarity in dealing with tasks related to meetings, appointments, travel and follow-up.
  • Competence to organize work in order to meet deadlines, work independently and accurately. Facility to organize filing for easy retrieval by all authorized users.
  • Good working knowledge of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint), which is the Agency's standard.
  • Excellent communication and interpersonal skills combined with the ability to work in a multicultural team with sensitivity and respect for diversity. Ability to act with tact, diplomacy, discretion and respect for confidentiality.
  • Sound numerical skills, and the ability to draft correspondence, correct documents and present information.
  • Knowledge of a computerized travel system such as the Agency's Travel, Lodging and Subsistence System (ATLAS).
  • English typing and grammar tests to the Agency's standard.
  • Good knowledge of both oral and written communication skills in English and Spanish; knowledge of another official Agency language (i.e. Arabic, Chinese, French, Russian) an advantage.

Education and Experience
  • Completed secondary education.
  • At least seven years of relevant working experience in a clerical/administrative position, some of which in an international organization.
  • Experience of project or personnel administration.

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 IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. 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.