Office Coordination Assistant (NSNS)(G5)

Office Coordination Assistant (NSNS)(G5) – (2025/0055 (233223))

Organization

: NSNS-Division of Nuclear Security

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2025-01-17, 9:36:48 AM

Closing Date

: 2025-02-07, 10:59:00 PM

Duration in Months: 24

Contract Type: Fixed Term – Extrabudgetary

Probation Period: 1 Year

Full Competitive Recruitment: Yes

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant’s location.

Organizational Setting

The Department of Nuclear Safety and Security (NS) formulates and implements the IAEA’s nuclear safety and security programme, which encompasses the Agency’s activities to protect people and the environment from radiation exposure and responds to the needs of its Member States related to nuclear safety and nuclear security.

The Division of Nuclear Security (NSNS) is responsible, upon request, for establishing, coordinating and implementing the IAEA’s nuclear security programme to protect against, detect and respond to nuclear security events and threats thereof. NSNS comprises four Sections:

• Information Management Section
• Nuclear Security of Materials Outside of Regulatory Control Section
• Nuclear Security of Materials and Facilities Section
• Programme Development and International Cooperation Section

Main Purpose

Under the supervision of the Director, the Office Coordination Assistant (NSNS) coordinates and provides administrative support to the Division, including for administrative actions related to operational resources, as well as staff and non-staff travel. She/he may provide guidance to other assistants on administrative matters.

Functions / Key Results Expected

Provide support to the Divisional focal point for operational and administrative functions, as well as to the Divisional focal point for staff and non-staff travel authorisations.

• The incumbent independently processes all administrative actions related to the recruitment of experts, lecturers, consultants and interns.
• Coordinate, compile and perform quality check of Divisional documentation regarding staff and non-staff travel related to submissions for approval of the Director. Finalize staff travel authorizations independently in the ERP system and ensure compliance with the Agency’s rules and regulations. Review travel (TRAC) claims and certify prior to submission to the Division of Budget and Finance.
• Coordinate office space usage and act as a focal point to MTGS on related matters.
• Support the Director’s Office with Low Value Procurement, as required.
• As designated, act as Alternate Certifying Officer.
• Participate in special divisional projects, contributing to the development, implementation or enhancement of activities.
• Provide logistical and administrative support for the team and backup to other administrative support staff in the Division.
• Perform other duties as required.

Competencies and Expertise

Core Competencies(Competency Framework)

Name Definition 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. 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.

Functional Competencies

Name Definition 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. Resilience Able 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 Administrative Support Discretion and Respect for Confidentiality Ability to act with tact, diplomacy, discretion and respect for confidentiality. Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office and the ability to use databases.

Qualifications, Experience and Language skills

• Completed secondary education.
• Minimum of five years of experience, in several of the following fields: finance, accounting, administrative services, or other related fields, at least three of which in an international environment.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• Administrative skills test to IAEA standard may be part of the process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 56137 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff

General Information

• The IAEA’s paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
• Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person’s race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
• The IAEA is committed to gender equality and to promoting a diverse workforce.
• Recruitment will be on a LOCAL BASIS only.
• 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.
• The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

Evaluation process

• The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
• Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

• Appointment is subject to a satisfactory medical report.
• 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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