Administrative Assistant (G-6)

Position and Grade:	Administrative Assistant (G-6)
Organizational Unit:	Incident and Emergency CentreDepartment of Nuclear Safety and Security
Duty Station:	Vienna, Austria
Issue Date:	23 June 2014
Application Deadline:	20 July 2014
Type of Appointment:	Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes:	2.A

Organizational Setting

The Department of Nuclear Safety and Security formulates and implements the IAEA's Major Programme 3, "Nuclear Safety and Security", which encompasses the IAEA's activities to protect people and the environment from radiation exposure, and responds to the safety and security related needs of its Member States. The Incident and Emergency Centre (IEC) is part of the Department of Nuclear Safety and Security and reports to the Deputy Director General, Head of the Department. The IEC serves as the IAEA's focal point for preparedness and response to nuclear and radiological incidents and emergencies regardless of their cause and for strengthening Member States' preparedness for response.

Main Purpose

The Administrative Assistant provides administrative support in the areas of human resources, finance and administration to the IEC to ensure effective operations and efficient use of funds. She/he may provide day-to-day supervision or guidance to other assistants on administrative matters.

Working Relationships

In the areas of responsibility, the Administrative Assistant obtains assistance, provides advice, clarifies information, and resolves difficult issues by working collaboratively with IEC staff and builds pro-active, information-sharing and problem-solving relationships with the Administrative Officer and staff in the Department of Management.

Functions / Key Results Expected

Finance: Brief managers on the 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 Office of the Deputy Director General (DDG). Prepare financial reports as required and review actual expenditures against budgets to ensure that information on the systems tallies, making corrections when necessary. Keep track of financial expenditures and initiate funds transfers, as required, using the IAEA's financial systems, providing advice to the Centre Head and IEC Coordinators on possible use of funds or changes that could be made. As designated, act as Alternate Certifying Officer. Human Resources: Brief managers and staff on HR procedures and processes, initiate and keep track of actions and ensure that correct procedures and deadlines are followed in the areas of: post management, job descriptions, recruitment, performance reviews, mobility programme, training, administrative entitlements, extensions, temporary assistance and consultancy services, etc. Review new or changed administrative guidelines and disseminate same to concerned staff. Monitor staffing situation of IEC, advise on possible staff movements within the IEC; compile statistical information and reports. As required, pre-screen applicants, draft interview questions, tests and reports, participate in panel interviews and process recommendations for appointment. With input from management, 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 IEC including observation of deadlines and provide relevant divisional and in-house liaison by person-to-person contact or correspondence; review/issue (as required) requests for procurement of goods and services, ensure fund availability and use of appropriate budget codes. Coordinate and review quarterly travel plans; review travel authorizations ensuring proper procedures are followed including fund allocation prior to approval of the Centre Head; coordinate office space allocations. Provide guidance, instruction, and support to other General Service staff throughout the IEC. Work as a team member, providing assistance and/or backup to other administrative or office support staff. Participate in special IEC projects, contributing to the development, implementation or enhancement of activities. Provide support and relevant expertise for the Incident and Emergency System (IES) and participate in associated training and exercises.

Knowledge, Skills and Abilities

Thorough knowledge of the principles and practices of HR and financial management in an international organization, including know-how in several of the areas of: budgeting, financial monitoring, procurement, human resources, travel, and meetings organization essential. Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, adapt to constantly changing demands and multitask. Ability to manage an extremely heavy workload under pressure. Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment. Ability to work accurately including with figures and to identify errors or discrepancies. Interpersonal skills: Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to work effectively as a team member with staff at all levels in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Knowledge sharing: Ability to mentor and provide guidance to other office support staff, advising on administrative practices and procedures. Proactive attitude in sharing knowledge and practices with peers contributing to increased efficiency and quality of services. Communication skills: ability to convey verbal information effectively and to draft correspondence of a complex nature and to correct documents in accordance with established standards and requirements. Analytical skills: demonstrated ability to apply good judgement in the context of assignments given; conduct independent research and analysis, and formulate options and recommendations. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook) and ability to use databases.

Education, Experience and Language Skills

Completed secondary education. Minimum of six years of experience, in several of the following fields: finance, accounting, human resources, administrative services, or other related fields, at least five of which in an international environment. English language test (level 1) and typing test (level 1) to IAEA standard. Language skills: Excellent command of written and spoken English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €48 539 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online athttp://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only.Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

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. 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.