Vacancy Notice No. 2008/273
Position and Grade: Principal Secretary (G-6)
Organizational Unit: Office of the Deputy Director General
Department of Safeguards
Duty Station: Vienna, Austria
Issue Date: 4 November 2008
Application Deadline: 3 December 2008
Type of Appointment: Fixed term (subject to a probationary period of 6 months)

Organizational Setting
The Department of Safeguards is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for more than 160 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries.

The Department of Safeguards consists of six Divisions, three Operations Divisions, A, B and C, for the implementation of verification activities around the world, and three support Divisions, (i) Division of Concepts and Planning, (ii) Division of Information Management and (iii) Division for Technical Support.

The main objective of the Department is to maintain and further develop an effective and efficient verification system, in order to draw independent, impartial and timely safeguards conclusions, thus providing credible assurances to the international community that States are in compliance with their safeguards obligations. The departmental operating environment is interactive, participative and dynamic with continuous inputs received from the Board of Governors, the General Conference, policy and decision-makers, as well as counterparts in Member States and in the international development community.

Assignment
Under the supervision of the Deputy Director General (DDG), the Principal Secretary provides administrative, secretarial and clerical support for the management of the Office of the Deputy Director General for Safeguards.

Specifically, the incumbent's work includes the following:
  • Schedule appointments and daily commitments of the Deputy Director General. Maintain the office calendar, receive visitors and arrange for official hospitality provided by the DDG.
  • Arrange and monitor the DDG's appointments, meetings and travel, liaising with missions and embassies when necessary, and ensure a smooth and orderly running of the DDG's office. Make all arrangements for departmental/interdepartmental meetings, meetings with high ranking officials, Member State representatives and high ranking governmental visitors. Assist in the preparation of background material for such meetings, disseminate such material to all meeting participants and provide secretarial support, as required.
  • Draft and prepare routine correspondence (emails, letters, and memoranda). Prepare correspondence on own initiative and complete correspondence for the DDG with minimum supervision. Maintain the DDG's files.
  • Receive and distribute all incoming correspondence to the DDG's office, ensuring that deadlines are met on action items and checking outgoing mail for accuracy and conformity with overall policy or specific instructions.
  • Review and input all incoming mail into a correspondence tracking system. Maintain source files on intra- and inter-departmental matters.
  • Coordinate and follow-up on administrative assignments and maintain deadlines.
  • Make all travel arrangements for the DDG including preparation of travel-related documentation.
  • Maintain close contact with the staff in the department to ensure continuity in the case of absences and to organize office coverage when required.
  • Perform other duties as assigned by the DDG.

Knowledge, Skills and Abilities
  • Excellent organizing skills to deal with tasks related to meetings, appointments, travel and follow-up. Ability to set priorities, adapt to constantly changing demands, and work with a high degree of accuracy and concentration to detail under a strict time schedule in a busy office environment.
  • A high degree of tact, diplomacy and discretion and a mature personality in order to deal with problems of a personal and professional nature.
  • Good working knowledge of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard.
  • 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.
  • Ability to work with minimal guidance and irregular hours, if required.
  • Excellent drafting abilities in 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 10 years of relevant working experience in a secretarial/administrative position, preferably some of which in an international environment for an officer at a senior managerial level.
  • Training and practical experience in office automation, i.e. word processor and computer applications, including experience with the use of databases, is essential. A thorough knowledge of IAEA standard computer applications, including ATLAS and TALMS, highly desirable.
  • Experience in handling confidential information.

Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €42 972 (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.