Vacancy Notice No. 2009/266
Position and Grade: Office Clerk (G-4)
Organizational Unit: Section OC1
Division of Operations C
Department of Safeguards
Duty Station: Vienna, Austria
Issue Date: 6 November 2009
Application Deadline: 4 December 2009
Type of Appointment: Fixed term (subject to a probationary period of 6 months)
CCOG code: 2.A.12.a

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 Division of Operations C is responsible for safeguards in 48 States in the European Union, the Newly Independent States (NIS) and Eastern Europe, many of which have advanced and complex nuclear activities. Additionally, most of these States have an additional protocol (AP) to their safeguards agreement in force. This situation results in a dynamic and challenging environment with added management complexity.

The operating environment is participative, interactive, independent and analytical. Many sensitive issues require the utmost discretion.

Assignment
Under the supervision of the Section Head, the incumbent will perform the following duties:
  • Provide secretarial and administrative support to the Section Head and professionals of the Section as required. Order and maintain the Section's office supplies and stationery. Keep the Time, Attendance and Leave Management System (TALMS) records for the staff in the Section.
  • Make travel arrangements and prepare all travel documentation using the Agency's Travel, Lodging and Subsistence System (ATLAS).
  • Receive and distribute incoming mail through the Section. Maintain and archive the Section's files ensuring their security according to Agency procedures. Enter and retrieve data from various computerized systems available through the Local Area Network.
  • Arrange meetings and appointment for the Section Head, take minutes at the Section meetings and type as well as draft correspondence.
  • Perform other duties as assigned by the Section Head.

Knowledge, Skills and Abilities
  • 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.
  • Good interpersonal skills: Ability to act with tact and discretion and the ability to work effectively in a multicultural team with sensitivity and respect for diversity.
  • Good communications skills: ability to draft routine correspondence and to edit documents in accordance with IAEA standards and requirements.
  • Proven ability to deal with confidential information.
  • High level of accuracy and ability to pay attention to detail.
  • Working knowledge of a computerized travel system such as ATLAS and of a computerized time and attendance recording system, such as TALMS, desirable.
  • English typing (Level 1) and English grammar tests (Level 1) to IAEA standard.
  • Excellent knowledge of spoken and written English essential. Working knowledge of German and/or French desirable.

Education and Experience
  • Completed secondary education. Secretarial/clerical training desirable.
  • At least five years of relevant experience in a clerical/administrative position, preferably in an international environment.
  • Extensive experience in the use MS Office 2003 (Outlook, Word, Excel, PowerPoint).

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.
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