Location: Vienna
Deadline: Sunday, 15 September 2013
Description
Vacancy Notice No. 2013/273
Position and Grade:
Team Assistant (G-4)
Organizational Unit:
International Seismic Safety Centre
Division of Nuclear Installation Safety
Department of Nuclear Safety and Security
Division of Nuclear Installation Safety
Department of Nuclear Safety and Security
Duty Station:
Vienna, Austria
Issue Date:
16 August 2013
Application Deadline:
15 September 2013
Type of Appointment:
Fixed term extrabudgetary, 2 years (subject to a probationary period of 1 year)
CCOG codes:
2.A.12
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 Division of Nuclear Installation Safety's objective is to achieve and maintain a high level of safety of nuclear installations worldwide that are under design or construction or in operation by establishing standards of safety for the protection of health, including standards for nuclear power plants and other nuclear installations and facilities, and by providing for the application of these standards through, inter alia, support for the IAEA's technical cooperation programme, the rendering of safety review services, the promotion of education and training, the fostering of information exchange and the coordination of research and development. In addition, the Division helps ensure safety at nuclear installations by promulgating international safety instruments such as the Convention on Nuclear Safety and the Code of Conduct on the Safety of Research Reactors.
The International Seismic Safety Centre (ISSC) aims to strengthen Member States' capabilities to enhance the safety of nuclear installations through the proper selection of sites, assessment of site specific hazards and the utilization of site parameters in the design of the installation. The ISSC develops and implements safety standards and guides for design and safety assessment, methods and tools for deterministic and probabilistic safety analysis and safety performance evaluation for all external hazards considered in the design of a nuclear facility. The Section coordinates and supports Member States in establishing and implementing the engineering safety of installations and safety assessment and capacity building activities for embarking countries in the area of site and installation design safety, construction and operations.
The Division of Nuclear Installation Safety's objective is to achieve and maintain a high level of safety of nuclear installations worldwide that are under design or construction or in operation by establishing standards of safety for the protection of health, including standards for nuclear power plants and other nuclear installations and facilities, and by providing for the application of these standards through, inter alia, support for the IAEA's technical cooperation programme, the rendering of safety review services, the promotion of education and training, the fostering of information exchange and the coordination of research and development. In addition, the Division helps ensure safety at nuclear installations by promulgating international safety instruments such as the Convention on Nuclear Safety and the Code of Conduct on the Safety of Research Reactors.
The International Seismic Safety Centre (ISSC) aims to strengthen Member States' capabilities to enhance the safety of nuclear installations through the proper selection of sites, assessment of site specific hazards and the utilization of site parameters in the design of the installation. The ISSC develops and implements safety standards and guides for design and safety assessment, methods and tools for deterministic and probabilistic safety analysis and safety performance evaluation for all external hazards considered in the design of a nuclear facility. The Section coordinates and supports Member States in establishing and implementing the engineering safety of installations and safety assessment and capacity building activities for embarking countries in the area of site and installation design safety, construction and operations.
Reporting to the Centre Head and providing support to a group of Professionals, the Team Assistant contributes to the efficient operation of the office by providing assistance and advice on the administrative practices and procedures.
The Team Assistant obtains, provides or clarifies information with staff at all levels in the organizational unit or related programmes on matters related to the assignment and relays instructions from the supervisor, gathers information and documents and reminds officers of deadlines. She/he may exchange standard information with officials outside the IAEA. The Team Assistant may provide guidance to temporary or more junior staff.
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 visual aids for use by the supervisor(s) or experts in seminars, meetings, workshops and presentations. May prepare and format documents for Internet publication.
- Responsible for the work unit's Records Office in terms of: maintaining file lists, finding aids, paper and electronic files according to corporate standards, liaising with ARMS (Archives and Records Management Section) staff on records management issues, providing information to colleagues on records management standards and practices, facilitating paper file transfers and retrievals, and ensuring the proper handling of records of separating staff members.
- Make arrangements for internal/external meetings, seminars and other events. This may require such activities as the implementation of logistics, preparation of invitation letters and the typing, compilation and distribution of working documents and other material. Take and prepare minutes and/or notes of internal meetings.
- Make travel and hotel arrangements, prepare travel authorizations/claims for the supervisor(s) and/or participants and compile, calculate and prepare cost estimates.
- Input, retrieve and assemble information into/from databases using commercial or IAEA specific software applications.
- May calculate and prepare standard limited components of the programme and budget (e.g. printing requirements, consultancies) and the financial plan for the Unit/Section and may keep track of the financial budget/expenditure of the Unit/Section.
- Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans.
- On behalf of the supervisor, may distribute work among the other support staff of the Section, explaining work methods, assisting with routine problems and checking work in progress to ensure compliance with administrative rules and regulations.
- Provide required support and/or backup to staff in executive offices.
- Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, adapt to constantly changing demands and multitask. Ability to manage a heavy workload under time pressure.
- Focus on quality: Accuracy and ability to pay attention to details.
- Interpersonal skills: Ability to work effectively in a team with peers as well as with multiple supervisors in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels as well as with external counterparts.
- Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures to be followed.
- Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and correct documents in accordance with established standards and requirements.
- Analytical skills: Ability to use initiative and judgment appropriate to situations.
- Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, PowerPoint), and the ability to use databases.
- Completed secondary education.
- Minimum of four years of general office support experience, some of which in an international environment.
- English language test (level 2) and English typing test (level 1) to IAEA standard.
- Good command of written and spoken English. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €35 512(subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.
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.
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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