Training Assistant

Training Assistant (Safeguards)(G /

Organization: SGCP-Member States Training Team

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: , 5:42:21 AM

Closing Date: , 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant's location.

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 over 180 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.

The Division of Concepts and Planning (SGCP) is responsible for the development and promotion of safeguards concepts and policy; the coordination of research and development activities and Member State Support Programmes; strategic planning; the implementation of the quality management system of the Department; and the provision and development of training.

Main Purpose

Under the supervision of the respective Team Leader and in close cooperation with the Training Officer(s), the Training Assistant (Safeguards) obtains and clarifies information, provides logistical and administrative support and services, including correct payment arrangements, for training courses organized by the Section in Vienna or overseas, with regard to international, regional or national training courses supporting State Systems of Accounting for and Control of Nuclear Material, and training courses organized for staff of the Department of Safeguards, particularly inspectors and analysts.

Functions / Key Results Expected

• In cooperation with the relevant Training Officers, serve as point of contact for external stakeholders involved in the preparation and the conduct of training courses, including but not limited to the following: countries hosting courses, Member States Support Programme representatives assigned to courses, internal or external participants, trainees or lecturers, as well as Divisions or organizations supporting training courses.
• Make arrangements for training courses, meetings, workshops and other events organized in Vienna (in-person and virtually) outside Vienna. This includes the implementation of logistics; preparation of and taking responsibility for all course-related correspondence, as well as the collection and distribution of working documents, presentations and other materials.
• Draft standard correspondence, including host government agreements, announcements, invitations for participation in training courses, other relevant correspondence with Member States and responses to inquiries, ensuring correctness in terms of format, grammar and spelling, and in compliance with IAEA communication guidelines and procedures.
• Make travel and accommodation arrangements, prepare travel authorizations/claims for the staff and/or participants and compile, calculate and prepare cost estimates, arrange for and reconcile payments, and produce financial reports upon completion of the event, in accordance with IAEA administrative rules and procedures.
• Arrange for and ensure availability of required materials by coordinating translation, editing, printing and distribution. Coordinate and arrange facilities and equipment and other training-related logistical tasks.
• Update and maintain information databases, such as learning management systems, mailing lists, document tracking systems and management reporting systems on the status and completion of work plans. Record and monitor course participation.

Competencies and Expertise

Core Competencies(Competency Framework)

Name

Definition

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 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.

Functional Competencies

Name

Definition

Analytical thinking

Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.

Client orientation

Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

Knowledge sharing and learning

Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.

Resilience

Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required Expertise

Function

Name

Expertise Description

Finance

Finance Principles and Practices

Experience working on financial arrangements and payments for meetings/training activities.

Administrative Support

MS Office (Word, Excel, Outlook, PowerPoint)

Extensive experience in using MS Office (Word, Excel and PowerPoint).

Training

Training Implementation

Good knowledge of the policies, procedures and rules related to the organization of various training activities in an international organization. Knowledge of training support platforms.

Administrative Support

Travel Management

Extensive experience in using a computerized meeting system and a computerized travel system.

Asset Expertise

Function

Name

Expertise Description

Training

Training Facilitation

Experience in use of e-learning systems (e.g. Moodle) and in facilitation / production of remote classrooms

Qualifications, Experience and Language skills

• Completed secondary education.
• At least five years of clerical/administrative working experience in an international environment, with extensive experience in planning and organizing various types of meetings or training activities.
• Preparedness to travel and to work at irregular hours, if required for the implementation of training.
• Knowledge of German desirable.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• Administrative skills test to IAEA standard may be part of the process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at:

General Information

• The IAEA's paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
• Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person's race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
• The IAEA is committed to gender equality and to promoting a diverse workforce.
• Recruitment will be on a LOCAL BASIS only.
• Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity.
• The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

Evaluation process

• The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
• Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

• Appointment is subject to a satisfactory medical report.
• Staff members may be assigned to any location.
• The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.