Administrative Assistant, NSOC-Office of Safety and Security Coordination, Vienna (G-6)

  • Added Date: Thursday, 17 March 2016

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Administrative Assistant(G6) - ( 2016/0204 (138265) )

Organization : NSOC-Office of Safety and Security Coordination

Primary Location : Austria-Vienna-Vienna-IAEA Headquarters

Job Posting : 2016-03-17, 5:25:15 PM

Closing Date : 2016-04-17, 3:59:00 AM

Duration in Months : 36

Contract Type : Fixed Term - Regular

Type of Appointment

Either a Fixed Term appointment (if the candidate already holds a Fixed Term appointment) or a Temporary Assistance appointment (in all other cases) may be offered, both subject to a probationary period of one year.

Organizational Setting

The Department of Nuclear Safety and Security (NS) formulates and implements the IAEA's nuclear safety and security programme, which encompasses the IAEA's activities to protect people and the environment from radiation exposure, and responds to the needs of its Member States related to nuclear safety and nuclear security.

The Office of Safety and Security Coordination (NSOC) is located in the Office of the Deputy Director General (DDG), Head of the Department. Its mission is to ensure the technical consistency and effective coordination of the IAEA's activities in the nuclear, radiation, transport and waste safety and nuclear security programmes. NSOC comprises three Sections: the Programme and Strategy Coordination Section, the Networks Management and Partnership Section and the Safety Standards and Security Guidance Development Section.

Main Purpose

The Administrative Assistant provides administrative support in the areas of human resources, finance and administration to the Office 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 Office 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 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 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 Section Heads and Director 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 following areas: 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 to concerned staff. Monitor the staffing situation of the Office, advise on possible staff movements within the Office; compile statistical information and reports. As required, prescreen 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 Office 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 the quarterly travel plan; review travel authorizations ensuring proper procedures are followed including fund allocation prior to approval of Director; coordinate office space usage.
  • Provide guidance, instruction, and support to other General Service staff throughout the Office.

    Work as a team member, providing assistance and/or backup to other administrative or office support staff.

  • Participate in special divisional projects, contributing to the development, implementation or enhancement of activities.

Work as a team member, providing assistance and/or backup to other administrative or office support staff.

Competencies and Expertise

Core Competencies

  • 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

Analytical thinking: Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.

Client orientation: Helps clients to analyse their needs. Seeks to understand service needs from the client's perspective and ensure that the client's standards are met.

Judgement/decision making: Consults with supervisor/manager and takes decisions in full compliance with the Agency's regulations and rules. Makes decisions reflecting best practice and professional theories and standards.

Required Expertise

Administrative Support: Data Management: Ability to work accurately including with figures and to identify errors or discrepancies.

Administrative Support: Discretion and Respect for Confidentiality: Ability to act with tact, diplomacy, discretion and respect for confidentiality.

Administrative Support: Guidance and Training: Ability to mentor and provide guidance to other office support staff, to advise them on administrative practices and procedures.

Administrative Support: MS Office (Word, Excel, Outlook, PowerPoint): Proficiency in MS Office and the ability to use databases.

Finance: Budgeting: Thorough knowledge of the principles and practices of financial management in an international organization.

Human Resources: Recruitment: Thorough knowledge of the principles and practices of HR in an international organization.

Qualifications and Experience

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.

Excellent command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an asset.

English language test (level 1) and typing test (level 1) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 50052 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

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.

This vacancy is archived.

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