Programme Assistant

vor 3 Wochen

Wien, Österreich International Atomic Energy Agency Vollzeit

Programme Assistant (G5) - (2023/0072 (004363))

Organization: NAFA-Plant Breeding and Genetics Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2023-02-13, 9:03:36 AM

Closing Date: 2023-03-13, 5:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

Organizational Setting

The Department of Nuclear Sciences and Applications implements the IAEA's Major Programme 2, "Nuclear Techniques for Development and Environmental Protection". This Major Programme comprises individual programmes on food and agriculture, human health, water resources, environment and radiation technologies. These programmes are supported by laboratories in Seibersdorf, Monaco and Vienna. The Major Programme's objective is to enhance the capacity of Member States to meet basic human needs and to assess and manage the marine and terrestrial environments through the use of nuclear and isotopic techniques in sustainable development programmes.

The Joint FAO/IAEA Centre of Nuclear Techniques in Food and Agriculture assists Member States of the Food and Agriculture Organization of the United Nations (FAO) and the IAEA in using nuclear techniques and related technologies to improve food security, alleviate poverty and promote sustainable agriculture. The Joint Division consists of five Sections, each with an associated laboratory (located in Seibersdorf, 45 km south-east of Vienna), in the areas of: animal production and health; plant breeding and genetics; insect pest control; soil and water management and crop nutrition; and food and environmental protection.

Main Purpose

Under the supervision of the Section Head, the Programme Assistant provides administrative support to the organization of a variety of conferences, workshops and meetings, manages the administrative arrangements in the Section in coordination with clerical staff in the Subprogramme, and provides assistance to the Section Head and other professional staff in the Section.

Functions / Key Results Expected

Meetings and logistics
- Assist in the organization of conferences, workshops, seminars and research coordination/consultants' meetings of the Subprogramme by communicating with participants and making all required travel and meeting arrangements.
- Coordinate activities and travel for Section staff members - provide logístical support for the Section's activities, such as making travel arrangements, scheduling appointments and meetings, and assembling background material required for the above activities.
- Review travel requests for accuracy and forwarding to the Administrative Assistant. Prepare quarterly travel plans.

Administrative activities
- Provide administrative support to coordinated research projects by coordinating the yearly renewal of contracts, maintaining the financial plan of research contract funds, and updating the status of expenditures.
- Provide support and follow-up action related to the technical backstopping of in-house Technical Cooperation (TC) projects regarding preparation of procurement requests, expert requests, technical reports and evaluation of expert reports, etc.
- Manage overall administration of the Section's office (procurement, supplies, equipment and furniture requests) and provide support in the preparation of the programme and budget, annual reports, programme performance appraisal and publishing/printing requirements.
- Coordinate office coverage and perform other related duties as required by the Section Head.

Correspondence and Documents Management
- Proofread technical documents and publications checking for spelling, punctuation, grammar, syntax, completeness and adherence to established style guidelines. Follow up with publishing staff for finalization.
- Collate information on Subprogramme activities for the semi-annual newsletter and for maintaining the Subprogramme's website.
- Maintain and update the Subprogramme's contact/mailing list and assist in maintaining and further developing databases operated by the Section.
- Receive, review and screen all incoming correspondence and documents and route to the appropriate officer or area for action and/or information, attaching information as needed and maintaining a follow-up system.
- Draft standard and non-routine correspondence, prepare meeting minutes and type reports and documents as required.

Competencies and Expertise

**Core Competencies**

**Name**

**Definition**
- 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.- 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 res

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