Team Assistant(G4)

vor 3 Wochen

Wien, Österreich International Atomic Energy Agency Vollzeit

Team Assistant(G4) - (2023/0470 (232670))

Organization: NSNS-Programme Dev. and International Cooperation Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2023-08-18, 9:35:42 AM

Closing Date: 2023-09-15, 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 Programme Development and International Cooperation Section (PDIC) provides support to the overall planning and coordination of the work of the Division including responsibility for and management of the Nuclear Security Fund, the evaluation of results, financial matters; and interaction with and reporting to donors. PDIC assists in the development and promotion of nuclear security through development of IAEA guidance in nuclear security, promotion of relevant international legal instruments and facilitating nuclear security working and advisory groups. The Section assists in capacity building in nuclear security for Member States, coordinating and advising on overall strategy, methodology and evaluation development for the Division’s education and training programmes. It coordinates two collaborative Networks for nuclear security education and training, one for nuclear security academic and educational institutions (INSEN) and one for national Nuclear Security Support Centres (NSSCs).

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 routine problems and checking work in progress to ensure compliance with administrative rules and regulations.

Provide required support and/or backup to staff in executive offices.

Competencies and Expertise

**Core Competencies**(Competency Framework)

**Name**

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