Conference Services Associate

Conference Services Associate (Planning and Coordination)(G6) - (2025/0485 (002549)) Organization: MTCD-Conference Services Section Primary Location: Austria-Vienna-Vienna-IAEA Headquarters Job Posting: 2025-08-26, 12:11:50 AM Closing Date: 2025-09-16, 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 Reporting to the Conference Officer, the Conference Services Associate provides administrative and logístical arrangements for the preparation, organization and servicing of IAEA events, including scientific conferences/symposia at and outside Headquarters and high-level meetings of the Policy-Making Organs. Functions / Key Results Expected Under the general guidance of the Conference Officer: - Provide administrative support for high-level meetings of the IAEA's governing bodies (the General Conference, the Board of Governors and its committees), scientific and technical conferences and symposia, as well as convention/treaty meetings. - Provide in-session services related to speakers’ list, interpretation and conference clerk support during meetings of the IAEA’s governing bodies. - Advise Scientific Secretaries on the procedures and processes related to the organization of IAEA conferences and symposia: the distribution of meeting budgets available from the regular budget and voluntary contributions, including budget estimates, payment requests, hospitality claims, and final accounts; the procedures and processes of sponsorships and commercial exhibits. - Advise and coordinate with scientific Divisions on the structure of meetings, including preparation of the Announcement and Call for Papers to Member States, invitation procedures for discussion leaders, instructions to authors, session timetables, and possibilities of scientific visits, briefing meetings for chairpersons and other experts' duties during meetings. - Submit conference documents for translation, editing, printing and distribution as appropriate. - Prepare and submit statistical and debriefing reports of conferences and travel reports as appropriate. - Serve as the point of contact for participants regarding administrative, logístical and financial arrangements, working with IAEA electronic systems (AIPS and ITP+). - Draft Host Government Agreements for conferences/symposia held outside Headquarters. - Make detailed arrangements with liaison officers of Host Governments and local counterparts regarding all aspects of logistics for outside meetings. Competencies and Expertise **Core Competencies**(Competency Framework) **Name** **Definition** - 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. - 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. **Functional Competencies** **Name** **Definition** - Analytical thinking - Analyses i