Team Assistant(G4)

vor 4 Wochen

Wien, Österreich International Atomic Energy Agency Vollzeit

Team Assistant(G4) - (2023/0711 (234279))

Organization: NSNS-Information Management Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2023-11-21, 8:10:46 AM

Closing Date: 2023-12-19, 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

The Information Management Section (INMA) is responsible for the establishment and maintenance of the mechanisms required to collect, collate and analyse nuclear security related information required for the effective implementation of activities to strengthen the international nuclear security framework. The Section is responsible for managing and maintaining the Incident and Trafficking Database and related information, as well as the system to develop and coordinate the implementation of Integrated Nuclear Security Support Plans. For this purpose, it liaises with other international organizations and Member States to enhance cooperation in and increase the outreach of nuclear security information. The Section is also responsible for managing and maintaining the information technology systems necessary for implementing the work of the Division and providing for information exchange through internal and external information portals. Additionally, the Section is responsible for managing and implementing the programme of activities for raising States’ awareness of the threat of cyber-attacks, and their potential impact on nuclear security. The Section is also responsible for implementing arrangements to maintain the confidentiality of sensitive information.

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
- 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 routin

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