Job: Travel Assistant (G-5)

Vacancy Notice No. 2013/295

Position and Grade:

Travel Assistant (G-5)

Organizational Unit:

Division of Nuclear Installation Safety

Department of Nuclear Safety and Security

Duty Station:

Vienna, Austria

Issue Date:

26 November 2013

Application Deadline:

17 December 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.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 objective of the Division of Nuclear Installation Safety (NSNI) 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.

Under the supervision of the NSNI Director, the Travel Assistant is the focal point in NSNI for administrative actions related to the organization of non-staff travel, i.e. technical meetings, training events, expert missions and consultancies. The Travel Assistant ensures that NSNI's non-staff travel activities are organized in accordance with established policies and procedures and quality standards. He/she independently reviews all divisional administrative submissions related to non-staff travel for correctness, processes them for further divisional/departmental clearance, and prepares cost estimates, statistics and analytical reports.

The Travel Assistant has continuous contact with the Administrative Assistant who gives general guidance. He/she also has regular contact with other staff members in the Director's office, Section and Centre Heads and administrative staff for day-to-day work requirements and information exchange. The Travel Assistant has regular contact with the Director and Administrative Officer for briefings. He/she has contact with staff in the Division of Budget and Finance, the Travel Unit and the Conference Services Section on issues related to non-staff travel and the organization of meetings.

• Facilitate travel for consultants and meeting participants using the Agency Wide Meeting System (AwMS) and the Agency's Travel Lodging and Subsistence Systems (ATLAS) by quality-checking and ensuring the necessary approvals are in place from the Director/Project Managers.
• Prepare cost estimates for meetings as required. Ensure that the final accounts for meetings held outside Vienna are settled correctly and monitor and submit NSNI's annual contributions-in-kind report.
• Maintain a system for Divisional staff to be informed about any changes to procedures affecting non-staff travel and the associated correspondence with Member States.
• Coordinate with Project Managers the submission of the divisional yearly meeting list in line with Programme and Budget planning and keep up-to-date records on changes and approvals as required.
• Support other staff members in the Director's Office during peak periods or absences.

• Understanding of financial procedures in an international organization, sound numerical skills, accuracy and ability to pay attention to details.
• Excellent drafting skills, including an ability to express clearly the technical description of activities in correspondence.
• Familiarity in dealing with tasks related to meetings, travel and peer review missions.
• Good organizational skills:

• Ability to manage a large volume of work under tight deadlines;
• Ability to manage conflicting priorities and familiarity in dealing with tasks related to meetings, travel and follow-up;
• Ability to work independently and meet deadlines with demonstrated ability to adapt to constantly changing demands.

Computer skills:

• Good knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard;
• Knowledge of the IAEA's administrative electronic systems such as ATLAS, AIPS, AwMS an asset;
• Basic understanding of web-based systems and project planning tools an asset.
• Strong interpersonal skills:
• Ability to work in a multicultural team with sensitivity and respect for diversity.
• Ability to act with tact, diplomacy, discretion and respect for confidentiality.
• Completed secondary education.
• Minimum of five years of relevant work experience in a clerical/administrative position, some of which should be in an international organization.
• Experience in drafting and formatting reports and correspondence.
• English Typing Test (Level 2) and English Language Test (Level 2) to IAEA standard.
• Good knowledge of both oral and written English essential. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an asset.

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.

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.

More Info and Application