Pipeline - Conference Clerks

Overview

Assist in conference preparations and servicing under supervision.

You have:

• Completed Secondary Education (High School Diploma)
• Good command of English; knowledge of other IAEA languages is an asset; knowledge of German is highly desirable
• Ability to deal with multiple tasks and work under pressure
• Ability to work beyond normal working hours when required
• Stamina to spend extensive periods walking and moving moderately heavy items
• Tact in a multicultural environment

Main Purpose

In order to identify qualified candidates to IAEA Departments for multiple positions, the Division of Human Resources maintains a roster of interested applicants. Under the supervision of the respective IAEA staff members, Conference Clerks assist in the preparatory work and servicing of meetings and conferences held in Vienna. More specifically the functions include:

• Assisting in the set-up of meeting rooms and/or exhibition/poster sessions before each meeting as instructed by the conference organizer to ensure the timely start and smooth running of meetings.
• Assisting the conference organizer and/or the technical officer/scientific secretary during meetings, including setting up computer for PowerPoint presentations providing logistical assistance to participants and photocopying.
• Making arrangement to clear the venue(s) after the meetings of any documentation, panel boards, name plates, materials used at the meetings and ensure their storage or disposal/recycling as appropriate.
• Performing other meeting-related duties as assigned

Qualified candidates who are available for weekly basis assignments (on average 5-7 weeks a year) are encouraged to register and create personal profiles.

Registration into the Pipeline does not constitute in any form a commitment on the part of the IAEA for taking a particular application into consideration in the recruitment process for any vacancy. Pipeline registration is only valid for 2 years. Candidates need to re-register again after two years of initial date of registration to be considered as an active pipeline applicant.

Types of engagements

Depending on the exigencies and nature of the meetings and conferences, a Conference Clerk works and interacts with the staff members in the Conference Services Section; the meeting organizer and/or technical officer/scientific secretary; interpreters and/or editors; in-house service providers for IT support, document reproduction, medical services and catering to make logistical arrangements and conference delegates from Member States and invited intergovernmental organizations to provide in-session assistance. This means, that the candidate has to possess:

• Tact in a multicultural environment with respect and sensitivity with customers at all levels
• Ability to deal with multiple tasks, work under pressure, in difficult situations and adapt to changing demands
• Ability to work, when required, beyond the normal working day, including evening/night and on the weekend
• Stamina to spend extensive periods of time walking and move moderately heavy items
• Arrange, setup and subsequently clear out furniture and technical equipment according to the conference organisers instructions

Education, Experience and Language Skills

• Completed Secondary Education (High School Diploma)
• Good command of English. Knowledge of other official IAEA languages (i.e. Arabic, Chinese, French, Russian or Spanish) is considered assets. Knowledge of German is highly desirable.

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Recruitment will be on a LOCAL BASIS only. In order to qualify, applicants need to have legal authorization to live and work in Austria. 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. The IAEA retains the discretion to make an appointment with a modified job description or for shorter duration than indicated above.

Applicants should be aware that IAEA 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.

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Potential interview questions

Added 3 months ago - Updated 3 months ago - Source: iaea.org