Vacancy Notice No. 2009/265


Position and Grade:	Project Assistant (G-4)
Organizational Unit:	Division for Europe Department of Technical Cooperation
Duty Station:	Vienna, Austria
Issue Date:	16 October 2009
Application Deadline:	6 November 2009
Type of Appointment:	Fixed term (subject to a probationary period of 6 months)
CCOG code:	2.A.11

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 Project Assistant reports to the Section Head.

Assignment

Under the close supervision of the Section Head, the main purpose of the post is to initiate processing actions and to provide clerical support in all phases of the programme cycle.

As an active member of project and country teams, the Project Assistant provides clerical support to Programme Management Officers in the Section and initiates processing actions.

In particular, the Project Assistant:

Contributes to the processing of project management related tasks such as requests for expert recruitment, fellowship training, meetings, training courses, procurement and expert mission reports.
Drafts correspondence of a routine nature, e.g. letters to member states, host government agreements, invitations for participation in meetings, responses to inquiries ensuring correctness in terms of format, grammar and spelling.
Inputs data into Agency Contacts; updates and maintains databases and retrieves information to produce reports, graphs, charts, and statistics.
Organizes, maintains and updates an efficient filing system, including opening electronic and physical files for fellowships.
Makes arrangements for all project related staff travel.

Knowledge, Skills and Abilities

Strong organizing skills:
- Strong ability to deal with a large volume of work, prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands.
- Strong ability to deal with tasks related to meetings, appointments, travel and follow-up. Ability to organize filing for easy retrieval by all authorized users.
Accuracy and ability to pay attention to details.
Excellent communication skills: Ability to draft correspondence, correct documents and present information.
Strong interpersonal skills to work effectively in a multicultural environment with sensitivity and respect for diversity and to interrelate in a customer-friendly fashion with staff at all levels, Mission representatives, as well as other external counterparts. Ability to act with tact, diplomacy, discretion and respect for confidentiality.
Sound numerical skills.
Working knowledge of a computerized travel system such as the IAEA's Travel, Lodging and Subsistence System (ATLAS).
Good working knowledge of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint), which is IAEA's standard.
English Typing Test (Level 2) and English Language Test (Level 2).
Fluency in spoken and written English essential; knowledge of another official language (i.e. Arabic, Chinese, French, Russian, Spanish) of the IAEA desirable.

Education and Experience

Completed secondary education, and at least five years of relevant working experience including work in a clerical/administrative position in an international organization.
Experience in project or personnel administration.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €32 526 (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.