Travel Assistant
Vienna, Austria
vor 9 Tg.

Organizational Setting

The Department of Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America), the Division of Programme Support and Coordination (TCPC) and the Division of the Programme of Action for Cancer Therapy (PACT).

It provides strategic direction for the IAEA's technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme, in line with the IAEA Medium Term Strategy.

Main Purpose

Under the supervision of the Administrative Officer, the Travel Assistant is the focal point in TC for administrative actions related to the authorization of staff travel funded by TC, ensuring that the Department's travel plans are organized in accordance with established policies and procedures and quality standards.

He / she independently reviews all Departmental administrative submissions related to travel for correctness, processes and authorizes them on behalf of the DDG-

TC, and forwards them to the the IAEA's official travel Agency (AMEX) for issuance.

Functions / Key Results Expected

  • Consolidate the TC departmental quarterly travel plan using the IAEA's ERP system, providing guidance and support to originators on requirements, entitlements, rules, policies and instructions and including interaction with offices at all levels in the other technical departments to ensure that all information is correct, complete and approved by the relevant allotment holder;
  • proposes ways to improve the travel authorization process.

  • Receive and process requests for ad hoc travel not included in the travel plan ensuring that all requirements are met.
  • Review all travel documents raised to ensure that they meet the travel plan requirements, funding lines, and are in compliance with the governing rules;
  • review available options to minimize travel costs, advise travellers of possibilities and liaise with AMEX on changes to travel to reduce costs, postponements or cancellations of travel;
  • on completion of process submit for certification and onward processing.

  • Provide advice and assistance to staff within the Department on the requirements for travel and the related rules; keep staff informed of the status of their travel requests and give training courses to new staff on the use of the travel module, specifically the Travel Request and Claim (TRAC) module.
  • To maintain administrative and travel files for the Department.
  • Competencies and Expertise

    Core Competencies

    Name Definition Planning and OrganizingPlans 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. CommunicationCommunicates 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 ResultsTakes 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. TeamworkActively contributes to achieving team results. Supports team decisions.

    Functional Competencies

    Name Definition Analytical thinkingGathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.

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

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

    Required Expertise

    Function Name Expertise Description FinanceFinance Principles and PracticesUnderstanding of financial procedures in an international organization, sound numerical skills, accuracy and ability to pay attention to details.

    Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Good knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard.

    Asset Expertise

    Function Name Expertise Description Information Technology - OracleOracle ERP ExpertiseKnowledge of the IAEA's ERP system, including TRAC, an asset.

    Administrative SupportTravel ManagementVery good knowledge of the IAEA's travel rules and procedures, in particular in relation to administrative requirements and to the channels of communication.

    Qualifications, Experience and Language skills

  • Completed secondary education.
  • Minimum of five years of relevant work experience in a clerical / administrative position, some of which should be working with travel issues in an international organization.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
  • English Language Test (Level 2) and English Typing Test (Level 2) to IAEA standard.
  • Remuneration

    The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 44684 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

    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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