Team Assistant
IAEA
Vienna, Austria
vor 6 Tg.

Organizational Setting

The Department of Nuclear Safety andSecurity (NS) formulates and implements the IAEA's nuclear safety and securityprogramme, which encompasses the Agency's activities to protect people and theenvironment from radiation exposure, and responds to the safety and securityrelated needs of its Member States.

The Division of Radiation, Transport and Waste Safety develops and maintainsstandards for radiation protection, radioactive waste safety, and safety in thetransport of radioactive material that enable the beneficial uses of radiationto be exploited while ensuring appropriate protection of workers, the publicand patients.

It also assists Member States in the implementation of thesestandards and provides related services.

The Waste and Environmental Safety Section is responsible for the delineationof a global waste safety framework based upon the Joint Convention on theSafety of Spent Fuel Management and on the Safety of Radioactive WasteManagement, and the development and application of safety standards for themanagement of radioactive waste, decommissioning, remediation and environmentalreleases.

The Radioactive Waste and Spent Fuel Management Unit develops safety standardsfor the management of all types of radioactive waste and spent fuel and promotestheir application among Member States, and provides the Secretariat for theJoint Convention and the Waste Safety Standards Committee (WASSC).

The Unitfosters the exchange of information among Member States through theorganization of meetings, conferences and dedicated projects on the managementof radioactive waste, and the sharing of insights gained from advisory and peerreview missions with other Member States.

It provides leadership for review andtraining services to operators, regulators and other specialized organizationsinvolved in the safety of radioactive waste and spent fuel management.

The Unitprovides technical support to a substantial number of projects supported by theIAEA's technical cooperation programme and the Asian Nuclear Safety Network,including training courses and dedicated workshops.

Main Purpose

Reporting to a Section / UnitHead / Supervisor and providing support to a group of Professionals, the TeamAssistant contributes to the efficient operation of the office by providingassistance and advice on the administrative practices and procedures.

Functions / Key Results Expected

Correspondence and Records Management

  • Draft standard correspondence according to corporate communication guidelines. Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures.
  • On the basis of general instructions, search office files and records and select information for use by the supervisor(s) in preparing correspondence, reports, project or programme plans.

    Prepare graphs, charts and other visualaids for use by the supervisor(s) or experts in seminars, meetings, workshopsand presentations.

    May prepare and format documents for Internet publication.

    Responsible for the work unit's RecordsOffice in terms of : maintaining file lists, finding aids, paper and electronicfiles according to corporate standards, liaising with ARMS (Archives andRecords Management Section) staff on records management issues, providing informationto colleagues on records management standards and practices, facilitating paperfile transfers and retrievals, and ensuring the proper handling of records ofseparating staff members.

    Meetings and logistics

  • Make arrangements for internal / externalmeetings, seminars and other events. This may require such activities as theimplementation of logistics, preparation of invitation letters and the typing,compilation and distribution of working documents and other material.
  • Take andprepare minutes and / or notes of internal meetings.

    Make travel and hotel arrangements,prepare travel authorizations / claims for the supervisor(s) and / or participantsand compile, calculate and prepare cost estimates.

    Administrative activities

  • Input, retrieve and assemble informationinto / from databases using commercial or IAEA specific software applications.
  • May calculate and prepare standardlimited components of the programme and budget (e.g. printing requirements,consultancies) and the financial plan for the Unit / Section and may keep trackof the financial budget / expenditure of the Unit / Section.

    Update and maintain informationdatabases, such as mailing lists, document tracking systems and managementreporting systems on the status and completion of work plans.

    On behalf of the supervisor, maydistribute work among the other support staff of the Section, explaining workmethods, assisting with routine problems and checking work in progress toensure compliance with administrative rules and regulations.

    Provide required support and / or backupto staff in executive offices.

    Competencies and Expertise

    Definition

    Planning and Organizing

    Plans and organizes his / her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.

    Communication

    Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.

    Achieving Results

    Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department / Division’s programme.

    Evaluates his / her results realistically, drawing conclusions from lessons learned.

    Teamwork

    Actively contributes to achieving team results. Supports team decisions.

    Functional Competencies

    Analytical thinking

    Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.

    Client orientation

    Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

    Judgement / decision making

    Consults with supervisor / manager and makes decisions in full compliance with the Agency’s regulations and rules.

    Knowledge sharing and learning

    Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.

    Resilience

    Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

    Name

    Expertise Description

    Administrative Support

    Correspondence and Written Communication

    Ability to draft routine correspondence and correct documents in accordance with established standards and requirements

    Administrative Support

    Guidance and Training

    Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures

    Administrative Support

    MS Office (Word, Excel, Outlook, PowerPoint)

    Proficiency in MS Office and the ability to use databases

    Qualifications, Experience andLanguage skills

  • Completed secondary education.
  • Minimum of four years of general officesupport experience, some of which in an international environment.

    Good oral and written command ofEnglish. Knowledge of other official IAEA languages (Arabic, Chinese, English,French, Russian and Spanish) is an asset.

    English language test (Level 2) to IAEAStandard.

    Remuneration

    The IAEA offers an attractiveremuneration package including a tax-free annual net base salary starting atEUR 40225 (subject to mandatory deductions for pension contributions and healthinsurance), 6 weeks' annual vacation, pension plan and health insurance

    Appointment is subject to a satisfactory medical report. Recruitment will beon a LOCAL BASIS only. Outside applicants are required to supply to theIAEA or to authorize it to seek all information relevant to their suitabilityfor employment by the IAEA.

    Testing may be part of the recruitment process.

    Applicants should be aware that IAEA staff members are international civilservants and may not accept instructions from any other authority.

    The IAEA iscommitted to applying the highest ethical standards in carrying out itsmandate. As part of the United Nations common system, the IAEA subscribes tothe following core ethical standards (or values) : Integrity, Professionalism and Respect for diversity.

    Staff members may beassigned to any location. The IAEA retains the discretion not to make anyappointment to this vacancy, to make an appointment at a lower grade or with adifferent contract type, or to make an appointment with a modified jobdescription or for shorter duration than indicated above.

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