Office Coordination Assistant (NSNS)(G5)

Overview

Coordinate administrative support for the Division of Nuclear Security.

You have:

• Completed secondary education.
• Minimum of five years of experience in finance, accounting, human resources, administrative services, or related fields, at least three in an international environment.
• Excellent oral and written command of English.
• Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) is an asset.

Organizational Setting

The Department of Nuclear Safety and Security (NS) formulates and implements the IAEA's nuclear safety and security programme, which encompasses the Agency'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 Division of Nuclear Security (NSNS) is responsible, upon request, for establishing, coordinating and implementing the IAEA's nuclear security programme to protect against, detect and respond to nuclear security events and threats thereof. NSNS comprises four Sections:

•Information Management Section •Nuclear Security of Materials Outside of Regulatory Control Section •Nuclear Security of Materials and Facilities Section •Programme Development and International Cooperation Section

Main Purpose

Under the supervision of the Director, the Office Coordination Assistant (NSNS) coordinates and provides administrative support to the Division, for administrative actions related to staff and non-staff travel. She/he may provide day-to-day supervision or guidance to other assistants on administrative matters.

Functions / Key Results Expected

• Provide support to the Divisional focal point for staff travel authorizations: coordinate, compile and perform quality check of Divisional documentation regarding staff travel related to submissions for approval of the Director. Finalize staff travel authorizations independently in the ERP system and ensure compliance with the Agency's rules and regulations. Review travel (TRAC) claims and certify prior to submission to Division of Budget and Finance.
• Initiate and follow-up Special Service Agreements for consultants recruited by the Division for consultancy meetings, events, and home-based assignments, in accordance with Agency procedures: Prepare Terms of Reference, TALEO requisition and summary evaluation, create and extend offers, coordinate with the Hiring Manager regarding completion of the assignment, finalize payment and closure.
• Prepare routine and non-routine correspondence and documents related to implementation of NSNS events, including Host Government Agreements (HGAs), Note Verbales, Letters of Invitation, and other correspondence to Member States.
• Support the Director’s Office with Low Value Procurement, as required.
• Act as a team member providing back-up and support in the Division and undertake other assignments as required.

Competencies and Expertise

Core Competencies

table { border-collapse: collapse; } table, th, td { word-wrap: break-word; valign="top"; } 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. 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 Administrative Support Discretion and Respect for Confidentiality Ability to act with tact, diplomacy, discretion and respect for confidentiality. Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office and the ability to use databases. Qualifications, Experience and Language skills

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

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 50249 (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. -------------------------------------------------------------------------------------------------------------------------------------------------------------

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Potential interview questions

Added 3 years ago - Updated 1 year ago - Source: iaea.org