Programme Management Assistant

vor 1 Woche

Wien, Österreich International Atomic Energy Agency Vollzeit

Programme Management Assistant (TC)(G5) - (2024/0094 (018680))

Organization: TC-Department of Technical Cooperation

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-02-01, 4:53:34 AM

Closing Date: 2024-02-22, 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

**This Vacancy Notice will be used to fill multiple positions for all regional divisions (Division for Africa, Division for Asia and the Pacific, Division for Europe and Division for Latin America and the Caribbean).**

Organizational Setting

The Department of Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEA’s technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme.

Main Purpose

Under the supervision of the Section Head, the Programme Management Assistant (TC) processes all administrative tasks and implementation actions within assigned projects related to Human Resource (HR) Capacity Building components (i.e., Expert Missions, Training Courses, Fellowship Trainings, Scientific Visits, Meetings).

The Programme Management Assistant (TC) provides support to the Programme Management Officer (PMO) on all aspects of the planning, monitoring and implementation of the assigned projects

As senior project assistance staff, the Programme Management Assistant (TC) supports innovative, complex or sensitive projects.

Functions / Key Results Expected
- In accordance with TC departmental operational and administrative guidelines, process workflows, systems, and templates, the Programme Management Assistant (TC) will perform the following functions, as required:

- Provides administrative and logístical support throughout all stages of the project cycle (planning, implementation, monitoring and evaluation, reporting and closure) related to complex or sensitive TC projects and/or activities assigned by the supervisor, including Human Resources Capacity Building activities (i.e., Expert Missions, Training Courses, Fellowship Trainings, Scientific Visits, Meetings).
- Performs all administrative and logístical tasks related to the assigned projects and/or country programme, including:

- administration of entitlements for relevant project personnel (experts, lecturers, scientific visitors, fellows, participants) and where applicable, processes authorized changes in contracts including extensions and separations.
- preparation of standard contractual documentation, such as administrative letters to meeting/training course/TC-sponsored participants, and financial offers to the experts
- administration of travel and financial arrangements, based on approved costs
- preparation of meeting documentation and/or training material
- administration of logístical arrangements for the organization of scientific visits, meetings and/or training courses (including virtual and hybrid activities)
- preparation, processing, and completion of assigned TC procurement requests related to HR components.
- preparation of obligations and purchase orders, reconciliation of budgets with expenditure; ensuring accuracy of entitlements and following up outstanding obligations or refunds to close accounts.
- Within the assigned responsibilities, liaises with relevant internal TC and Agency stakeholders and external counterpart institutions in Member States to clarify and to coordinate administrative and financial arrangements following IAEA standards and procedures.
- 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.
- As senior project support staff, the incumbent is also responsible for providing assistance to complex projects / programmes, including the implementation of new flagship and innovative initiatives.
- Provides guidance and trains temporary or more junior staff and performs other administrative support 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

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