Programme Management Assistant (TC)(G5)
JOB DETAIL
This Vacancy Notice will be used to fill multiple positions for all regional divisions (Division for Africa, Division for Asia and the Pacific, Division for Europe and Division for Latin America and the Caribbean).
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 Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEA’s technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme.
The Division for Africa is responsible for planning, programming, implementing and monitoring the IAEA’s technical cooperation programme in the region, in line with the IAEA Statute, and the guiding principles and policies on technical cooperation, and operational guidelines. The Division responds to developmental priorities in Member States through effective programme management, increased Member State engagement, partnership building and improved coordination in the region.
Main Purpose
Under the supervision of the Section Head, the Programme Management Assistant processes implementation actions related to one of the three human resource components of projects (training courses/placement of fellowship/recruitment of experts) in accordance with established policies and procedures and quality standards. He/she independently processes all actions related to project components and seeks guidance on cases deviating from standard procedures.
Functions / Key Results Expected
Manage the administrative arrangements for one of the project components (training courses/placement of fellows/recruitment of experts) and ensures completeness of relevant records.
Review requests for completeness and correctness.
Liaise with counterpart institutions in Member States to clarify and coordinate administrative and financial arrangements following IAEA standards and procedures.
Prepare standard contracts and make travel and financial arrangements, based on approved costs.
Provide correct coding information; prepare obligations and payment requests, reconciling budgets with expenditure; ensure accuracy of entitlements and follow up outstanding obligations or refunds to close accounts.
Administer entitlements for experts/consultants and process authorized changes in contracts including extensions and separations.
Provide back up for at least one of the other components.
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. |
| Knowledge sharing and learning | Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice. |
Required Expertise
| Function | Name | Expertise Description |
|---|---|---|
| Administrative Support | Correspondence and Written Communication | Ability to draft correspondence and correct documents in accordance with established standards and requirements. |
| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | Good working knowledge of Microsoft Office 2010. |
| Administrative Support | Travel Management | Excellent ability to manage conflicting priorities and deal with tasks related to meetings, appointments, travel, and follow-up. |
Qualifications, Experience and Language skills
Completed secondary education.
- Minimum of five years of relevant working experience in a clerical/administrative position, some of which in an international organization.
- Experience in project or personnel administration.
- 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 52860 (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.
