Vacancy Notice No. 2008/275
Position and Grade: Programme Implementation Assistant (G-6)
Organizational Unit: Customer Services and Operations Section
Division of Information Management
Department of Safeguards
Duty Station: Vienna, Austria
Issue Date: 7 November 2008
Application Deadline: 5 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 Division of Information Management (SGIM) comprises four sections and provides the Department of Safeguards with services of data processing, secure information distribution, information analysis and knowledge generation necessary to draw independent, impartial and credible safeguards conclusions.

The Support and Coordination Unit, located within the Section for Customer Services and Operations, provides a central focal point in SGIM for assistance in the division's programme delivery through: centralized budgeting and procurement services; consolidating the planning of human, material and equipment resources; developing, updating and implementing a divisional communication plan and liaising on Safeguards communications and reports; and monitoring divisional key performance indicators.

Assignment
As a member of a team led by the Support and Coordination Unit Head and in close coordination with the Division Director, the Programme Implementation Assistant supports the planning, formulation and monitoring of the Divisional programmatic activities under Major Programme 4, mainly by coordinating programme and budget planning as well as monitoring the appropriate allocation and use of financial and human resources to ensure that Divisional programmatic objectives are met. Specifically, the Programme Implementation Assistant will:

  • Assist the Director and Section Heads with the preparation of the Divisional programme and budget and related documents by coordinating the input of all stakeholders and ensuring accuracy of budget allotments for the relevant programmatic activities and adherence to relevant procedures and guidelines.
  • Coordinate, compile, monitor and follow up in a timely manner, the administrative and financial requirements of the Division (budget, financial plan, mid-term reviews, progress and performance assessment reviews,) all of which involve discussions as required with the Division Director and Section Heads, and with the Programme and Resources Section (CPR).
  • Advise and assist the Director and Divisional Managers with the proper allocation of human resources required to achieve programmatic activities; oversee changes in staffing requirements and liaise with Managers and CPR to monitor implementation.
  • Consolidate Divisional quarterly travel plans ensuring proper procedures are followed including fund allocation prior to approval of Director.
  • Oversee and streamline requests for procurement, ensuring proper use of budget codes; assist as necessary with all follow up actions with the Office of Procurement Services.
  • Brief managers and staff on administrative matters and procedures, keeping in mind possibilities for streamlining procedures for optimal efficiency and effectiveness; coordinate required administrative assignments in the Division including the observation of deadlines.
  • Monitor Divisional compliance with Departmental QMS Standards through liaising with the Division of Concepts and Planning identifying opportunities for process improvement in the areas of administrative and resource management processes, assisting management and staff in following correct procedures (Corrective Actions) to record and carry out efficiency and other improvement changes as appropriate.

Knowledge, Skills and Abilities
  • Sound analytical skills: Ability to carry out tasks independently, apply judgement, exercise initiative for non-standard cases and make and discuss proposals. Ability to interpret rules and procedures and to find innovative solutions to budgetary and administrative problems that arise.
  • Ability to prioritize work assignments, organize own schedule, perform work independently, manage various tasks simultaneously and maintain deadlines, and adapt to constantly changing demands. Ability to manage an extremely heavy workload under pressure.
  • Ability to work accurately and to pay attention to details.
  • Excellent interpersonal skills including the ability to establish and maintain partnerships and working relations with staff at all levels in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
  • A high degree of tact, diplomacy and discretion, and proven ability to maintain confidentiality.
  • Ability to draft, correct, compile, summarize and present documents and information such as briefing notes, graphic and statistical summaries.
  • Knowledge of the administrative procedures, financial rules and travel rules in an international organization.
  • Competence in the use of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint). Sound knowledge of computerized systems in the areas of finance (such as the Agency's Financial Tracking System FinTrack), travel (such as the Agency's Travel Lodging and Subsistence System ATLAS), Programme and Budget (such as the Agency's Programme and Budget Information System PROBIS), HR (such as HRConnect), procurement (such as the IAEA Automated Procurement System APS), time recording (such as the IAEA Time Attendance and Leave Management System TALMS).
  • An understanding of Safeguards procedures is an asset.
  • Excellent knowledge of both spoken and written English; knowledge of another official IAEA language (Arabic, Chinese, French, Russian or Spanish) and/or German an advantage.

Education and Experience
  • Completed secondary education.
  • At least 10 years of relevant administrative experience, of which at least five years are in an international organization.
  • Experience in the areas of programme planning, monitoring and evaluation, human resources, quality measurement, budget planning, financial monitoring and procurement.

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.