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Office Coordination Assistant

vor 3 Monaten

Wien, Wien, Österreich International Atomic Energy Agency Vollzeit
Office Coordination Assistant (NSNS)(G /

Organization:
NSNS-Division of Nuclear Security

Primary Location:
Austria-Vienna-Vienna-IAEA Headquarters

Job Posting:
, 8:13:07 AM

Closing Date:
, 4:59:00 PM

Duration in Months: 24

Contract Type:
Fixed Term - Extrabudgetary

Probation Period: 1 Year

Full Competitive Recruitment:
Yes

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 nonstaff 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 nonstaff 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 logístical 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 ma