Administrative Associate (G6)

Administrative Associate (G6) – (2024/0072 (233636))

Organization

: SG-Section for Safeguards Programme Coordination

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2024-02-07, 11:39:12 AM

Closing Date

: 2024-02-28, 10:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term – Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

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.

MULTIPLE POSITIONS IN THE SECTION FOR SAFEGUARDS PROGRAMME COORDINATION MAY BE FILLED THROUGH THIS VACANCY ANNOUNCEMENT 

Organizational Setting

The Department of Safeguards carries out the IAEA’s duties and responsibilities as the world’s nuclear inspectorate, supporting global efforts to stop the spread of nuclear weapons. The primary role of the Department is to develop and implement IAEA safeguards to ensure that there is no diversion of declared nuclear material from peaceful activities and no indications of undeclared nuclear material or activities in a State as a whole.

The Department comprises nuclear safeguards inspectors, responsible for carrying out inspections and verifications of all-safeguards relevant information for nuclear facilities in over 180 States; and technical staff responsible for a wide range of activities including: developing concepts and approaches for implementing safeguards; developing and maintaining safeguards equipment; providing analytical and laboratory services for sample analysis; collecting, evaluating and analysing safeguards-relevant information; providing information and communication technology infrastructure and services; and providing programme coordination support.

Within the Office of the Deputy Director General, the Section for Safeguards Programme Coordination (SPC) is the principal advisory body supporting the Department’s management. The Section provides coordination and support in the areas of safeguards implementation, programme and budget, human resources, performance monitoring, effectiveness evaluation, communication, and in formulation and execution of departmental policies and procedures.

Main Purpose

Reporting to the Administrative Officer (or the individual with responsibilities equivalent to AO) and working in close collaboration with the relevant Division/Office Director, the Administrative Associate provides administrative support in the areas of human resources, finance, and administration, as needed, to the assigned Division(s) or office(s) to ensure harmonized, effective, and efficient operations and utilization of resources. She/he may provide day-to-day supervision guidance to other staff on administrative matters, as required.

Functions / Key Results Expected

The Administrative Associate performs all or some of the following functions, as required:

Finance:

• Provide support in the planning of financial resources by briefing 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 relevant Division/Office Director and 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.
• Monitor financial expenditures, facilitate budget forecasting, and initiate funds transfers, as required, using the IAEA’s financial systems, providing advice to project and Departmental managers on possible use of funds or proposed efficiencies.
• As designated, act as Alternate Certifying Officer.

Human Resources:

• Provide support in the planning of human resources by briefing managers and staff on HR procedures and processes, initiate and follow up on actions and ensure that correct procedures and deadlines are complied with in the following areas: post management, job descriptions, recruitment, performance reviews, mobility programme, training, administrative entitlements, extensions, temporary assistance and consultancy services, etc.
• Keep abreast of any new or revised administrative guidelines and disseminate accordingly to concerned staff. Monitor the staffing situation of the assigned Division/Office, advise on possible staff movements; compile statistical information and reports.
• Provide administrative support to hiring managers, such as pre-screening applicants, drafting interview questions, administering tests and preparing reports, participate in panel interviews as administrative support and process recommendations for appointment.
• With input from management, support the performance management review process, such as 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 Department including observation of deadlines and serve as administrative liaison with internal and external counterparts.
• Review/issue (as required) requests for procurement of goods and services ensuring funds 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 Departmental/Divisional approval .
• Provide guidance, instruction, and support to other General Service staff throughout the assigned Division/Office.
• As an administrative focal point, provide guidance and assistance and/or backup to other administrative or office support staff. Plan efficient office space allocation.
• Contribute to the development, implementation or enhancement of activities and process improvement initiatives.

Competencies and Expertise

Core Competencies(Competency Framework)

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 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. Resilience Maintains a high level of performance when facing pressure and uncertainty. Able to remain calm and self-controlled, and to respond logically and decisively in difficult situations.

Required Expertise

Function Name Expertise Description 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 and advice to other administrative 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 and ERP systems.

Asset Expertise

Function Name Expertise Description Finance Budgeting Thorough knowledge of the principles and practices of financial management in an international setting. Human Resources Recruitment Thorough knowledge of the principles and practices of HR in an international setting.

Qualifications, Experience and Language skills

• Completed secondary education.
• Minimum of six years of relevant 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.
• 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 61171 (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.

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