Programme Assistant
vor 1 Woche
Programme Assistant (NSNS)(G5) - (2025/0058 (018535))
Organization: NSNS-Division of Nuclear Security
Primary Location: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2025-01-17, 3:39:45 AM
Closing Date: 2025-02-07, 4:59:00 PM
Duration in Months: 36
Contract Type: Fixed Term - Regular
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 Programme Assistant (NSNS) coordinates and provides administrative support to the Division, including coordinating preparation and implementation of meetings, gathering information, and providing guidance while managing the administrative arrangements in the Division in coordination with other administrative staff, and provides assistance to the Director and other professional staff in the Division.
Functions / Key Results Expected
In accordance with NSNS Divisional programmatic and operational guidelines, process workflows, systems, and templates, the Programme Assistant (NSNS) will perform the following functions, as required:
- Provide operational support throughout all stages of the Nuclear Security Plan cycle (planning, implementation, monitoring) related to tasks or activities assigned.
- Provide support into a range of programme and operational tasks related to assigned projects within the Nuclear Security Programme
Administration of entitlements for relevant programme personnel (experts. Lecturers, participants) and where applicable, process Special Service Agreements (SSA’s).
- Preparation of meeting documentation and/or training material.
- Preparation, processing and completion of assigned NSNS procurement requests including low value procurement for the Director’s Office.
- Preparation of obligations and purchase orders, reconciliation of budgets with expenditure, ensuring accuracy of entitlements and following up outstanding obligations or refunds.
- Keeps up-to-date and manages relevant electronic and hard copy records according to corporate standards; liaises with archives and records management staff to ensure the proper handling of file transfers at designated times,
- Provides assistance to complex projects/programmes, including the implementation of new flagship and innovative initiatives.
- Provide support in the preparation of annual reports and publishing/printing requirements, as requested.
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 diversity
- 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 Suppo
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