International Atomic Energy Agency
Vacancy Notice No. 2012/265

Position and Grade: Programme Management Assistant (G-6)
Organizational Unit: Asia and the Pacific Section 2
Division for Asia and the Pacific
Department of Technical Cooperation
Duty Station: Vienna, Austria
Issue Date: 22 October 2012
Application Deadline: 21 November 2012
Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes: 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 organised 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-6 Programme Management Assistant reports to the Section Head.

Main Purpose

Under the supervision of the Section Head, the main purpose of the post is to ensure effective and timely processing of implementation actions and to contribute to planning and monitoring project implementation.

Working Relationships

The incumbent interacts internally with staff of the Division and the Department, Technical Divisions and administrative areas and externally with missions in Vienna, host institutions, counterparts as well as experts, fellows and training course participants. Contacts are required to transfer or exchange information, clarify mission or ambiguous details, award terms, consultations on implementation matters, justify or explain the Agency's position, rules and processes.

Functions / Key Results Expected

  • Contributes to project design by ensuring that human resource implementation aspects are taken into account; preparing implementation work plans for the Section; ensuring that resource requirements and costs are properly determined for human resource components in close consultation with Programme Management Officers, Section Heads, and other relevant IAEA staff;
  • Coordinates the timely implementation of human resource activities for all projects handled by the Section; distributes requests for experts / fellows / scientific visitors / training courses ensuring an equitable workload distribution; monitors human resource implementation work plans; analyses implementation statistics to identify issues and trends and recommend corrective action / improvements;
  • Oversees processing of human resource implementation actions, analyses basic factors affecting implementation results and identifies constraints and takes corrective action;
  • Recruits experts, places fellows/scientific visito0rs, and arranges training courses, with special emphasis on complex cases;
  • Acts as process leader for one implementation component; provides guidance and training to staff; ensures adherence to quality standards; monitors the effectiveness and efficiency of the process, and recommends improvements; provides back up to other process leaders;
  • In consultation with Project team, reviews requests and administrative and financial arrangements for experts / fellows / scientific visitors / training courses, and ensures compliance with established policies, regulations, rules and procedures; authorises and certifies administrative transactions and incurs obligations on behalf of the IAEA to implement human resource project components; and provides advice and proposes solutions for situations which deviate from standard practice.

Knowledge, Skills and Abilities

  • Good organization skills to deal with a large volume of work under time pressure. Ability to set priorities, meet deadlines and work independently and accurately.
  • Sound numerical skills, and the ability to draft correspondence, correct documents and present information.
  • Knowledge of project/personnel administration and the understanding of the processes and procedures in arranging training courses in various national circumstances.
  • Ability to act as problem solver for complications, to identify and recommend improved work methods, need for changes to procedures or practices, and reallocation of staff resources.
  • Excellent client orientation to identify needs, seek solutions and keep clients informed of status.
  • Knowledge of office management and leadership skills to advise the implementation team and provide guidance to others.
  • 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.
  • Computer skills:
    • Knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard.
    • Knowledge of a computerized travel system such as the IAEA's Travel, Lodging and Subsistence System (ATLAS).
  • English Typing Test (Level 2) and English Language Test (Level 2) at IAEA standard.

Education, Experience and Language Skills

  • Completed secondary education.
  • At least 6 years of relevant working experience including work in a clerical/administrative position in an international environment.
  • Fluency in verbal and written English. Knowledge of another official Agency language (Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €46 145 (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://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA 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 with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Bookmark and Share