International Atomic Energy Agency
Vacancy Notice No. 2013/205

Position and Grade: Safeguards Coordination Assistant (G-5)
Organizational Unit: Coordination and Support Section
Division of Operations B
Department of Safeguards
Duty Station: Vienna, Austria
Issue Date: 23 January 2013
Application Deadline: 22 February 2013
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.J.07

Organizational Setting

The Department of Safeguards (SG) is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for more than 170 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; three Technical Divisions: Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services; as well as two Offices: the Office of Safeguards Analytical Services and the Office of Information and Communication Services.

The primary focus of each Division of Operations is to perform and document safeguards verification activities and to conduct analysis and evaluations aimed at providing assurances that States comply with their nuclear safeguards commitments. The Divisions implement a broad range of measures, including information analysis and in-field verification, to draw well-substantiated, credible safeguards conclusions for States.

Main Purpose

Reporting to the Section Head and the Senior Inspector in the Coordination and Support Section, the Safeguards Coordination Assistant acts as the divisional focal point for all matters related to Facility Attachments (FAs), Subsidiary Arrangements (SAs), Design Information Questionnaires (DIQs), safeguards agreements (INF/CIRCs), and similar documents, assuring that all related documents are available electronically in the Electronic State File system (ESFS) and in hard copy format in the Divisional Filing Station, all records are up-to-date and all actions required are taken in a timely manner, keeping a record of the status. The Safeguards Coordination Assistant also routinely assists the Quality Assurance Assistant in performing quality control and quality assurance checks on facility inspection reporting and acts as back-up when needed.

Working Relationships

The Safeguards Coordination Assistant has extensive interactions with colleagues within the Division in utilizing the Divisional FA and DIQ Filing Station. Contacts with staff outside the Division include when processing letters to States concerning updates of Facility Attachments or Design Information Questionnaires, processing draft General Parts of Subsidiary Arrangements and on translation of correspondence.

Functions / Key Results Expected

  • Assist Sections to edit the draft Facility Attachment and apply quality control by following the model FA. Compile all documents as required by the Negotiation Team, make changes to the FA, if required, and propose them to the Negotiation Team. Draft all correspondence to Member States related to FAs. Assure that timely actions are taken by the sections. Maintain the database for all FAs.
  • Provide clerical support for reviewing and updating of the Design Information Questionnaire (DIQ) and Facility Attachment (FA), and be responsible for archiving and disseminating all relevant documents/information; maintain a database for all DIQs and FAs and be responsible for preparing outgoing correspondence such as acknowledgment letters and relevant internal notes.
  • Maintain records of all SGOB Subsidiary Arrangements.
  • Maintain authority files with regard to material balance area (MBA), facility and installation lists.
  • Maintain and update relevant DIQ and FA folders within the Electronic State File system.
  • In close collaboration with the Quality Assurance Assistant, perform quality control and assurance checks on selected Inspection Documentation Packages (IDPs) and Complementary Access Documentation Packages (CADPs), and act as a back-up when necessary.
  • Act as a back-up in the Main Divisional Filing Station when required.

Knowledge, Skills and Abilities

  • Principle knowledge about Safeguards activities, State-level concepts and their implementation an asset.
  • Knowledge of records management procedures and practices in international organizations. Knowledge of filing systems (e.g. Livelink), both hardcopy and electronic, and of information management systems an asset.
  • Quality orientation: ability to work very accurately and pay attention to detail.
  • Sense of confidentiality: ability to respect confidentiality when dealing with sensitive matters and to adhere to the IAEA's rules for dealing with highly confidential information.
  • Organizing skills: ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands.
  • Communication skills: ability to draft correspondence and assess/correct documents in accordance with established standards and requirements. Ability to convey verbal information effectively.
  • Interpersonal skills: Ability to establish working relations with people in a multicultural environment with sensitivity and respect for diversity.

Education, Experience and Language Skills

  • Completed secondary education.
  • Minimum of five years of experience, some of which in an international environment.
  • English language test (level 2) and typing test (level 2) to IAEA standard.
  • Language skills: Excellent command of written and spoken English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) an asset.


The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €41 082 (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 External applicants are required to apply online at You can find more information about employment opportunities and working at the IAEA at 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. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. 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.

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