Conference Service Assistant(G5)
JOB DETAIL
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 Management (MT) provides a “platform of services” that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes.
Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support
activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, and ensures that all Board
documents are translated and distributed on a timely basis to Member States.
One of the main functions assigned to the IAEA by its Statute is to foster the exchange of scientific and technical information and the dissemination of knowledge in the nuclear
field among Member States.
To facilitate the effective exchange and dissemination of information relevant to the IAEA’s work and mandate, the Division of Conference and Document Services (MTCD)
coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences, issuing documents in
the six official IAEA languages, i.e. Arabic, Chinese, English, French, Russian and Spanish, and editing, printing and distributing publications.
Within this context, the Conference Services Section (CSS) is responsible for providing logistical and administrative support and services and the necessary infrastructure for all
IAEA meetings.
Main Purpose
Reporting to the Section Head, the Conference Services Assistant provides organizational and administrative assistance for the IAEA’s conferences, meetings and exhibitions. The incumbent receives and processes the booking requests for meeting premises and ensures the smooth delivery of meeting services, assists on the use of conference systems and applications, updates daily events, monitors and assists Divisions and meeting organizers on the logistical arrangements for meetings and exhibitions and other events held at the IAEA’s headquarters.
Functions / Key Results Expected
– Act as the main focal point for meeting room reservation related tasks for internal and external requests by allocating meeting rooms via the Meeting Room Reservation System
– Arrange technical services and other logistical requirements for IAEA meetings held at the Vienna International Centre
– Regularly check conference/meeting rooms to ensure that the furniture, equipment, and other office supplies for meetings are properly arranged and fully functional
– Provide logistical support to major and policy making organ (PMO) meetings which includes room setup, preparation of voting scenarios and supervision of attendance
– Compile and publish the IAEA Meeting Schedule on www.iaea.org/events and the IAEA intranet, InSite, to ensure that the Secretariat, Member States and meeting organizers receive comprehensive and timely information on the Agency’s meeting programme
– Upload to InSite the templates of the Correspondence Models for Meetings (CMMs) and other documents/information, and prepares and distributes lists of meetings, attendance reports, exhibition and meeting statistical reports, and equipment and supply inventories
– In close cooperation with MTIT, administer IT equipment and assets assigned to Conference Services Section including troubleshooting of laptops assigned to meeting/conference assistants
– Train, mentor and monitor new and temporary meeting/conference assistants.
– Work collaboratively with other staff in the Section and perform other administrative as required.
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 | Data Management | Familiarity with event and participants management tools |
| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | Proficiency in MS Office 365 (Word, Excel, Outlook), which is the IAEA standard, and ability to use MS Visio, SharePoint and ERP systems. |
Asset Expertise
| Function | Name | Expertise Description |
|---|---|---|
| General Services | Meetings Organization | Basic knowledge of conference and meetings/event planning. |
| Administrative Support | Travel Management | Experience with utilizing travel management systems |
Qualifications, Experience and Language skills
- Completed secondary education.
- Minimum of five years of relevant experience with at least two years of experience in the organization of official meetings.
- Specialized training in events management will be considered an asset.
- 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 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.
