Conference Services Support Assistant(G4)

vor 8 Stunden

Wien, Österreich International Atomic Energy Agency Vollzeit

Conference Services Support Assistant(G4) - (2024/0691 (002750))

Organization: MTCD-Conference Services Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-12-19, 12:17:10 AM

Closing Date: 2025-01-16, 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 Management (MT) provides a “platform of services” that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, and ensures that all Board documents are translated and distributed on a timely basis to Member States.One of the main functions assigned to the IAEA by its Statute is to foster the exchange of scientific and technical information and the dissemination of knowledge in the nuclear field among Member States. To facilitate the effective exchange and dissemination of information relevant to the IAEA's work and mandate, the Division of Conference and Document Services (MTCD) coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences, issuing documents in the six official IAEA languages, i.e. Arabic, Chinese, English, French, Russian and Spanish, and editing, printing and distributing publications.

Within this context, the Conference Services Section (CSS) is responsible for providing logístical and administrative support and services and the necessary infrastructure for all IAEA meetings.

Main Purpose

Functions / Key Results Expected
- Locate and book meeting rooms and arrange technical services and other meeting requirements for IAEA meetings being held in the Vienna International Centre and elsewhere;
- Provide precise and comprehensive instructions to meeting/conference exhibitors and exhibit service providers including exhibit/display guidelines, floorplans, locations, and setup and removal schedules;
- Assist in technical and refreshment arrangements for hospitality events in connection with meetings, exhibits and other events;
- Brief and monitor the work of temporary meeting/conference assistants and regularly check conference/meeting rooms to ensure that the furniture, equipment, and stationery supplies for meetings are properly arranged and fully functional;
- Ensure proper participant registration at Gate 1 on the day of the event and provide preliminary meeting information to participants in advance;
- Upload to the intranet, InSite, the templates of the Correspondence Models for Meetings (CMMs) and other documents/information, and prepare and distribute lists of meetings, attendance reports, exhibition and meeting statistical reports, and equipment and supply inventories;
- Provide administrative, and logístical support to the Section Head and the Section as a whole, 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
- MS Office (Word, Excel, Outlook, PowerPoint)
- Proficiency in MS Office 2010 (Word, Excel, Outlook), which is the IAEA standard, and ability to use MS Visio, Sharepoint and ERP systems.
- General Services
- Meetings Organization
- Basic knowledge of conference and meetings/event planning

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