Organizational Setting

The Department of Nuclear Sciences and Applications implements the IAEA’s Major Programme 2, “Nuclear Techniques for Development and Environmental Protection”. This Major Programme comprises individual programmes on food and agriculture, human health, water resources, environment and radiation technologies. These programmes are supported by laboratories in Seibersdorf, Monaco and Vienna. The Major Programme’s objective is to enhance the capacity of Member States to meet basic human needs and to assess and manage the marine and terrestrial environments through the use of nuclear and isotopic techniques in sustainable development programmes.

The Joint FAO/IAEA Centre of Nuclear Techniques in Food and Agriculture assists Member States of the Food and Agriculture Organization of the United Nations (FAO) and the IAEA in using nuclear techniques and related technologies to improve food security, alleviate poverty and promote sustainable agriculture. The Joint Centre consists of five Sections, each with an associated laboratory (located in Seibersdorf, 45 km south-east of Vienna), in the areas of: animal production and health; plant breeding and genetics; insect pest control; soil and water management and crop nutrition; and food safety and control.

Main Purpose

Under the supervision of the Director, Joint FAO/IAEA Centre (NAFA), the Implementation Assistant provides administrative support to the divisional Laboratories by processing and reviewing procurement requisitions of goods and services, including Low Value Purchases, maintaining TAMS records of NAFA Seibersdorf staff, arranging official visits to the ABL; and provides administrative assistance to the Director and the Divisional Administrative Associate in the areas of personnel and finance.

Functions / Key Results Expected

In collaboration with the divisional Administrative Associate and Laboratory Heads, monitor staffing situation of the Agriculture and Biotechnology Laboratory and prepare and issue all proposals for requests for Temporary Assistance (TA), and Consultancies (SSA), as well as extensions and payment receipting.

Assist the divisional Administrative Associate with financial matters through monitoring of funds, salary forecast, and implementation rate for each Unit and the Laboratory in total.

Review for accuracy and process staff and non-staff travel authorizations and claims in conformity within the rules and advise staff on the process.

Process procurement requests, including low-value-purchases (LVP), in line with programmatic requirements and financial plan allocations and manage equipment and computer supplies purchases in line with funding allocations and in close co-operation with the Administrative Associate, Division of Budget and Finance (MTBF), and Office of Procurement Services (MTPS) staff.

Provide training to newly recruited office support staff, and guidance and instruction to support staff in Seibersdorf and throughout the Division regarding administrative practices and procedures.

Organise official visits to the NAFA Laboratories in collaboration with Director NAFA and Laboratory Heads: prepare schedules, arrange for entry passes.

Register all new laboratory staff, consultants, fellows and interns and inform to relevant offices (HR, IT, Security, Director’s office, Section, Unit).

Check fellowship requests and forward for approvals and afterwards to the Seibersdorf Training Officer.

Perform other clerical duties such as maintaining Time and Attendance (TAMS) administration for NAFA-Seibersdorf staff, drafting standard and non-routine correspondence, and preparing minutes of DIR-NAFA meetings in Seibersdorf (as needed).

Serve as contact and administer office space requirements for the ABL, and as back-up to the divisional Administrative Associate.

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	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 2003, which is the IAEA standard (Word, Excel, Outlook) and ability to use databases.

Qualifications, Experience and Language skills

• High School Diploma – Completed secondary education.
• Minimum five years of general office support experience, some of which in an international environment.
• Experience in HR related matters and/or experience in budgetary related matters an asset.
• Knowledge of procedures and administrative guidelines in an international organization is an asset.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, German, Russian and Spanish) is an asset.
• Administrative skills set to IAEA standard might be part of the selection 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.