International Atomic Energy Agency
Vacancy Notice No. 2013/208

Position and Grade: Office Assistant (G-5)
Organizational Unit: Section for Safeguards Programme and Resources
Department of Safeguards
Duty Station: Vienna, Austria
Issue Date: 24 January 2013
Application Deadline: 23 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.A, 2.J.07

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 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 Section for Programme and Resources is part of the Office of the Deputy Director General, and is a support and coordination section for the whole Department. It deals with programme analysis and resource management, including budget and financial control, management information, human resources, designation of inspectors, travel, as well as a variety of other management and administrative issues.

Main Purpose

The Office Assistant provides logistical and administrative support and services for the Section and the entire Department of Safeguards. This includes supporting the necessary infrastructure for the implementation of the health and safety programme and all aspects of space management and logistics. In addition, the incumbent is responsible for the document management system of the Section.

Working Relationships

Personal contacts are a very important aspect of the position. There is interaction with all staff of the Department of Safeguards on a daily basis to give information, explain procedures and expedite action, as well as to seek support or cooperation. There is also constant contact with staff at all levels in the Division of Human Resources, the Division of General Services, and with staff of UNIDO Buildings Management on issues related to space management.

Functions / Key Results Expected

HEALTH & SAFETY

Maintain, in cooperation with staff in the Department, an accident record-keeping system related to the implementation of the Health & Safety programme. This includes:
  • Examine data and prepare statistical analysis to address recurring situations in consultation with the Radiation Protection Health & Safety Officer and the Section Head;
  • Ensure follow-up of actions on reported accidents and hazardous situations;
  • Prepare relevant documentation related to compensation issues;
  • Develop and disseminate, at Departmental level, material related to health and safety issues.
LOGISTICS

Management of Office Space: Manage the process associated with space allocation in the Department of Safeguards, including:
  • Review and verify space allocation in line with established space standards and prepare reports on space usage evaluation and space audit;
  • Ensure proper record-keeping by maintaining database information regarding office space, logistics and keys for sensitive areas, and by maintaining departmental floor plans;
  • Liaise with key Divisional staff to maximise departmental space usage by processing space requests and exploring different approaches to space utilization;
  • Administration of office keys for sensitive areas, including monitoring and safeguarding of such keys.
Document Management: Ensure document management system on Livelink is accessible:
  • Organize and maintain electronic documentation;
  • Manage access rights for individual users or groups;
  • Ensure continuous development of the system in discussion with Section Head and team members.
Provide ad-hoc support and back-up to SPR team members as required.

Knowledge, Skills and Abilities

  • Good knowledge of policies and procedures related to health and safety standards; ability to collect, review and process information, and to prepare reports which identify issues, conclusions and recommendations.
  • Good understanding of document management and experience in providing system support, preferably in an information management setting.
  • Planning, organizing and multitasking skills: Ability to prioritize work assignments, perform assigned work independently, meet deadlines, adapt to constantly changing demands, and manage heavy workloads under time pressure.
  • Interpersonal skills: Ability to act with tact, diplomacy, discretion and respect for confidentiality when handling classified information.
  • Ability to work effectively as a team member with staff at all levels in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.
  • Customer-orientation: Ability to analyze/identify clients' needs and constraints and to provide efficient and customer-friendly services in a timely manner.
  • Communication skills: Ability to draft correspondence and other documents in a clear and precise manner and to convey spoken information effectively.
  • Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook) and ability to use graphics applications to create diagrams (Visio). Knowledge of Livelink administration and support.

Education, Experience and Language Skills

  • Completed secondary education.
  • Minimum of five years of general office support experience, some of which in an international environment.
  • English language test (level 2) and typing test (level 1) to IAEA standard.
  • Fluency in written and spoken English. Working knowledge of another IAEA official language (Arabic, Chinese, French, Russian or Spanish) as well as German is desirable.

Remuneration

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 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. 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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