International Atomic Energy Agency
Vacancy Notice No. 2013/235

Position and Grade: Implementation Assistant (G-5)
Organizational Unit: Detection and Response to Malicious Acts Section
Office of Nuclear Security
Department of Nuclear Safety and Security
Duty Station: Vienna, Austria
Issue Date: 24 April 2013
Application Deadline: 22 May 2013
Type of Appointment: Fixed term extrabudgetary, 2 years (subject to a probationary period of 1 year)
CCOG codes: 2.A.12

Organizational Setting

The Department of Nuclear Safety and Security formulates and implements the IAEA's Major Programme 3, "Nuclear Safety and Security", which encompasses the IAEA's activities to protect people and the environment from radiation exposure, and responds to the safety and security related needs of its Member States.

The Office of Nuclear Security is responsible for coordinating and implementing the IAEA's nuclear security programme to prevent, detect and respond to acts of nuclear terrorism and threats thereof.

The Detection and Response to Malicious Acts Section provides assistance to Member States, upon request, in their efforts to establish the necessary infrastructure to combat illicit trafficking in nuclear and other radioactive material. These activities include assisting States in their efforts to establish or strengthen capabilities for the effective detection of radioactive material at borders and other locations, and their capabilities to respond to nuclear security incidents, should they occur, and also to establish or improve nuclear security at major public events. To address States' needs with respect to strengthening the second line of defence, the Section is responsible for organizing a large number of evaluation and advisory services, training courses and workshops, and for the provision of technical advice and support. In addition, it convenes meetings with Member States' experts aimed at further development of the methodology used and at development of the nuclear security framework, which includes recommendations and guidelines relevant to the detection and response activities. The Section interacts with organizational entities in all the other IAEA Departments and with other international organizations.

Main Purpose

Under the supervision of the Section Head, the incumbent contributes to the implementation of actions and tasks relating to the Nuclear Security Plan, i.e., training events, technical meetings, expert missions and consultancies in accordance with established policies and procedures and quality standards. The Implementation Assistant independently processes all administrative actions related to the recruitment of experts, lecturers, consultants and training course and meeting participants.

Working Relationships

The Implementation Assistant clarifies and resolves administrative issues to the extent possible with the appropriate staff in the Office, Department, Departments of Management or Technical Cooperation. The Implementation Assistant exchanges information with officials outside the IAEA concerning the local arrangements for an IAEA training event or mission, including operational costs, and with the experts participating in the training or mission concerning logistical and financial arrangements.

Functions / Key Results Expected

  • As a team member assigned to a Nuclear Security Task (mission, training, meeting), undertakes responsibility for the administrative arrangements required to carry out activities of the Nuclear Security Plan.
  • For events carried out in Member States, serves as the point of contact for the host institution for logistical and financial arrangements. The incumbent shall prepare preliminary cost estimates based on budget consideration and act as administrative assistant on the individual tasks to ensure that Agency standards, rules and procedures are applied.
  • In consultation with the Task Leader and other professional staff, assists in the scheduling, coordination, implementation and follow-up of the missions, training, meetings, etc., including drafting host country agreements, Note Verbales, letters, IOMs and faxes and takes responsibility for managing the clearance process.
  • Arrange travel for staff, consultants and meeting participants using the Agency Wide Meeting System (AWMS) and the Agency's Travel Lodging and Subsistence System (ATLAS). Responsible for problem-solving regarding administrative arrangements (travel, financial transfers, etc.) according to the IAEA Financial Rules & Regulations. Ensure that final accounts are settled correctly.
  • Compile nominations and summarize proposed recommendations to the Task Officer using the Training Management System (TMS). Assist in developing, compiling and summarizing evaluation forms from training events and uploads information into TMS.
  • Responsible for filing (electronic & hardcopy) of all relevant documents for each event.
  • Responsible for printing, collating and binding of meeting papers, mission reports and training materials, including production of CDs.
  • Support other team members during peak periods or absences (sick leave, holiday, etc.)
  • Within the assigned responsibilities, liaises between the Office and Missions, Host Governments, United National Development Programme and different departments of the IAEA on administrative matters.

Knowledge, Skills and Abilities

  • Knowledge of and experience in using a computerized travel system such as ATLAS.
  • Knowledge of and experience in using databases such as AWMS.
  • Knowledge of the administrative procedures and policies relating to IAEA meetings, highly desirable.
  • Organizing skills: Ability to prioritize work assignments, organize own schedule, take initiative, perform routine work independently, meet deadlines, adapt to constantly changing demands and multitask. Ability to manage a heavy workload under time pressure.
  • Interpersonal skills: Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to work effectively as a team member in a multicultural environment and to establish and maintain a range of contacts and deal appropriately with counterparts.
  • High degree of accuracy and ability to pay attention to detail.
  • Computer skills: Proficiency in the use of MS Office 2010 (Word, PowerPoint, Excel, Outlook), which is the IAEA's standard, Adobe Acrobat, and ability to use databases.

Education, Experience and Language Skills

  • Completed secondary education.
  • Minimum of five years of relevant work experience in a clerical/administrative position, some of it in an international organization.
  • Experience in drafting and formatting reports and correspondence.
  • English language test (level 2) and typing test (level 1) to IAEA standard.
  • Language skills: Good command of written and spoken English. Knowledge of another official IAEA 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 €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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