Safety Convention Assistant(G5)

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 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 safety and security related needs of its Member States. The objective of the Division of Nuclear Installation Safety (NSNI) is to achieve and maintain a high level of safety of nuclear installations worldwide that are under design or construction or in operation. The Division does this by establishing standards of safety for the protection of health, including standards for nuclear power plants and other nuclear installations and facilities, and by providing for the application of these standards through, among other things, support for the IAEA's Technical Cooperation programme, the rendering of safety review services, the promotion of education and training, the fostering of information exchange and the coordination of research and development. In addition, the Division helps ensure safety at nuclear installations by supporting international safety instruments such as the Convention on Nuclear Safety and the Code of Conduct on the Safety of Research Reactors. NSNI comprises five Sections:

•External Events Safety Section •Operational Safety Section •Safety Assessment Section •Regulatory Activities Section •Research Reactor Safety Section

The main objective of the Regulatory Activities Section (RAS) is to help enhance effective regulatory infrastructures for nuclear safety in Member States based on IAEA safety standards and the use of self-assessment. The Section's activities include safety review and advisory missions to Member States, the development and revision of safety standards, support for effective regulatory development for countries embarking on new nuclear power programmes, development of training programmes for regulators, and organizational aspects related to the Convention on Nuclear Safety.

Main Purpose

Under the general supervision of the Section Head, the Safety Convention Assistant works directly with the Convention and Nuclear Safety Standards Committee (NUSSC) Coordinator and serves as an administrative focal point of the Safety Convention. He/she prepares budget related information, organized and coordinates the logistics of meetings and is responsible for facilitating timely and efficient administrative actions in this capacity.

Functions / Key Results Expected

• Provide quality assurance and quality control for administrative actions related to the Convention and to NUSSC to ensure compliance with the relevant protocol, policies and procedures, e.g. in formal and informal correspondence, in reports, documents, etc.
• Take responsibility for all administrative, logistical and organizational arrangements carried out by the Division for the various meetings of the Contracting Parties of the Convention, for workshops in Member States to promote the Convention, for assistance missions to Member States on the Convention and for NUSSC. Provide administrative support to the General Committee of the Convention and attend meetings with Contracting Parties as required and draft minutes for approval by the Scientific Secretary. Prepare accurate and up-to-date records of budgetary information related to the Secretariat's expenditures for the Convention and provide an overview of such information for presentation at meetings of the Contracting Parties as required. Prepare accurate and complete budget estimates for all expenditures related to workshops to ensure sufficient availability of funds.
• Act as the point of contact for logistical and financial arrangements both internally and with host institutes for meetings not held in Vienna, drafting Notes Verbales, letters, etc., and managing the clearance process with a view to ensuring timely arrangements to facilitate the smooth and effective implementation of such meetings.
• Represent the Scientific Secretary in internal meetings (e.g. with MTCD Printing/Translation, Conference Services, MTBF, MTGS, etc.) contributing to discussions regarding the budget and administrative actions taken for Convention meetings; follow up on actions as required. Act as the point of contact for Contracting Parties and Member States for enquiries related to the Convention and NUSSC and handle routine queries independently and appropriately. Serve as reference point for NUSSC members on procedural and administrative issues, and provide the administrative lead in activities carried out jointly with the Commission on Safety Standards.
• Exchange information with the General Committee on the website for the Contracting Parties of the Convention. Maintain the website, ensuring it is kept up-to-date and remains informative to users.
• Update and maintain a document control system and ensure that all relevant safety documentation is uploaded in a timely manner on the NUSSC website and kept up-to-date. Update and maintain a tracking system on the status of safety documents submitted for publication, including safety standards submitted for translation. Provide summaries of such information for dissemination to Member States and in-house.
• Willingness to work long or unusual hours, particularly before and during meetings of the Convention.
• Perform other administrative functions consistent with the level of the post including assisting in other section activities.

Competencies and Expertise

Core Competencies(Competency Framework)

Name****Definition Planning and OrganizingPlans 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. CommunicationCommunicates 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 ResultsTakes 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. TeamworkActively contributes to achieving team results. Supports team decisions.Functional Competencies

Name****Definition Analytical thinkingGathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. Client orientationEstablishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. ResilienceAble 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 SupportDiscretion and Respect for ConfidentialitySensitivity and diplomacy to deal with high level multi-cultural representatives from Member States that are parties to the SC Administrative SupportDocument ManagementExperience in maintaining website and/or using document management systems Administrative SupportInformational and Workflow ManagementGood understanding with the publishing processes and with a publications workflow management system, such as the IAEA's Publications Database Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Proficiency in the use of MS Office 2010 (Word, PowerPoint, Excel, Outlook), which is the IAEA's standard, Adobe Acrobat, Share Point and ability to use databases Administrative SupportTravel ManagementAdvanced knowledge of a Event and Travel Management SystemQualifications, Experience and Language skills

• Completed Secondary Education.
• Minimum of five years of relevant work experience in a clerical/administrative position, some of it in an international organization.
• 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 56137 (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: https://www.iaea.org/about/employment/general-service-staff

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.