Administrative Associate(G6)

Administrative Associate(G6) - (2025/0338 (234337))

Organization: SG-Section for Safeguards Programme Coordination

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2025-06-24, 9:31:00 AM

Closing Date: 2025-07-15, 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 Safeguards carries out the IAEA’s duties and responsibilities as the world’s nuclear inspectorate, supporting global efforts to stop the spread of nuclear weapons. The primary role of the Department is to develop and implement IAEA safeguards to ensure that there is no diversion of declared nuclear material from peaceful activities and no indications of undeclared nuclear material or activities in a State as a whole.

The Department comprises nuclear safeguards inspectors, responsible for carrying out inspections and verifications of all-safeguards relevant information for nuclear facilities in 190 States; and technical staff responsible for a wide range of activities including: developing concepts and approaches for implementing safeguards; developing and maintaining safeguards equipment; providing analytical and laboratory services for sample analysis; collecting, evaluating and analysing safeguards-relevant information; providing information and communication technology infrastructure and services; and providing programme coordination support.

Within the Office of the Deputy Director General, the Section for Safeguards Programme Coordination (SPC) is the principal advisory body supporting the Department’s management. The Section provides coordination and support in the areas of safeguards implementation, programme and budget, human resources, performance monitoring, effectiveness evaluation, communication, and in formulation and execution of departmental policies and procedures.

Main Purpose

Reporting to the Administrative Officer (or the individual with responsibilities equivalent to AO) and working in close collaboration with the relevant Division/Office Director, the Administrative Associate provides administrative support in the areas of human resources, finance, and administration, as needed, to the assigned Division(s) or office(s) to ensure harmonized, effective, and efficient operations and utilization of resources. She/he may provide day-to-day supervision guidance to other staff on administrative matters, as required.

Functions / Key Results Expected

The Administrative Associate performs all or some of the following functions, as required:
Finance:

- Provide support in the planning of financial resources by briefing managers on programme and budget and use of the IAEA's financial system; compile, draft and consolidate information relevant to programme and budget planning and performance assessments; prepare costing, participate in discussions, and finalize inputs for approval and submission to the relevant Division/Office Director and Office of the DDG.
- Prepare financial reports as required and review actual expenditures against budgets to ensure that information on the systems tallies, making corrections when necessary.
- Monitor financial expenditures, facilitate budget forecasting, and initiate funds transfers, as required, using the IAEA's financial systems, providing advice to project and Departmental managers on possible use of funds or proposed efficiencies.
- As designated, act as Alternate Certifying Officer.

Human Resources:

- Provide support in the planning of human resources by briefing managers and staff on HR procedures and processes, initiate and follow up on actions and ensure that correct procedures and deadlines are complied with in the following areas: post management, job descriptions, recruitment, performance reviews, mobility programme, training, administrative entitlements, extensions, temporary assistance and consultancy services, etc.
- Keep abreast of any new or revised administrative guidelines and disseminate accordingly to concerned staff. Monitor the staffing situation of the assigned Division/Office, advise on possible staff movements; compile statistical information and reports.
- Provide administrative support to hiring managers, such as pre-screening applicants, drafting interview questions, administering tests and preparing reports, participate in panel interviews as administrative support and process recommendations for appointment.
- With input from management, support the performance management review process, such as draft justifications for promotion and merit promotion/award reviews upon request.

Administrative/Logistical:

- Brief managers and staff on administrative matters and procedures; coordinate required administrative assignments in the Department including observation of deadlines and serve as administrative liaison with internal and external counterparts.
- Review/issue (as required) requests for procurement of goods and servi