Team Assistant (G4)

Team Assistant (G4) – (2024/0455 (020199))

Organization

: NSNI-Operational Safety Section

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2024-08-07, 7:52:35 AM

Closing Date

: 2024-08-27, 9:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term – Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

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 security.

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. The Division does this 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, among other things, 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 supporting international safety instruments such as the Convention on Nuclear Safety and the Code of Conduct on the Safety of Research Reactors. NSNI comprises five Sections:

• External Events Safety Section
• Operational Safety Section
• Safety Assessment Section
• Regulatory Activities Section
• Research Reactor Safety Section

The main aim of the Operational Safety Section (OSS) is to enhance Member States’ capabilities to improve the operational safety of nuclear power plants through operational safety review services, the use of IAEA safety standards and continuous self-assessment. Its activities include assessment of operational safety performance, long-term operation and operating experience; promotion of management for safety and safety culture; and maintaining the international reporting system database for nuclear power plants.

Main Purpose

Reporting to a Section/Unit Head/Supervisor 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.

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 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. 

Meetings and logistics

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. 

Administrative activities

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.

Competencies and Expertise

Core Competencies(Competency Framework)

Name 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

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. 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.

Required Expertise

Function 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 2010 and the ability to use databases 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 four years of general office support experience, some of which in an international environment.

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

Administrative skills test to IAEA standard might be part of the selection process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 48527 (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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