Quality Management Specialist (HQM)(P3)
JOB DETAIL
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.
The Division of Technical and Scientific Services ensures the provision of state-of-the-art equipment and related expertise for the accomplishment of the Department of Safeguards activities. Within this mandate, the Division is responsible for procurement, testing, provision, inventory control, performance monitoring and maintenance of safeguards equipment and supplies required by SGO Divisions; management of equipment development and engineering activities to meet quality and safeguards requirements; development and provision of documentation, procedures, instrumentation methods and techniques; provision of specialized technical and scientific support to inspectors and inspection activities in the field and at headquarters; and, radiation contamination monitoring of returned equipment and timely write-off of obsolete or contaminated equipment. The Division also coordinates departmental health and safety activities.
Main Purpose
As a member of the Equipment Handling, Radiation Safety and Quality Management Team (HQM), the Quality Management Specialist serves as a divisional Quality Manager. He/she supports divisional staff in ensuring divisional processes are suitably documented and compliant with the Departmental Quality Management System (QMS) as well as international best practices.
Role
The Quality Management Specialist is 1) a documentation specialist, organizing and supporting the implementation and improvement of divisional documentation management and related information systems, 2) a quality manager, ensuring compliance with the IAEA’s procedures, the Departmental QMS procedures and processes and related international standards, and 3) a portal page developer, overseeing and providing technical assistance in maintaining and improving the SGTS presence on the internal SG Portal.
Functions / Key Results Expected
Ensure the ongoing maintenance and continuous improvement of the Divisional documentation system, including administration of the related IT tools.
Advise document/process owners on document preparation and document control to ensure it is compliant with departmental documentation management.
Review document content and ensure consistency with applicable policies and guidance.
Edit documents to ensure clarity/ readability of the text and consistency of the formatting.
Establish systematic document reviews according to established QMS rules.
Design and maintain interactive forms and templates.
Plan, implement and coordinate Divisional QMS activities, including quality audits, ongoing process improvements, and the processing of preventive and corrective actions, as requested by the Divisional Management.
Implement SGTS content change and design solutions regarding SG Portal (web), including site update, list/library configuration, and maintenance.
Competencies and Expertise
Core Competencies
| 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 |
|---|---|
| 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. |
| Commitment to continuous process improvement | Plans and executes activities in the context of quality and risk management and identifies opportunities for process, system and structural improvement, as well as improving current practices. Analyses processes and procedures, and proposes improvements. |
| Partnership building | Identifies and builds partnerships. Develops and maintains long lasting partnerships to strengthen relationships. Delivers programmatic outputs and acquires resources in support of Agency goals. |
Required Expertise
| Function | Name | Expertise Description |
|---|---|---|
| Administrative Support | Document Management | Proficiency in writing and editing instrumentation (hardware and software) documentation. |
| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | Proficiency in the use of software such as MS Word, Adobe Acrobat. Proficiency in editing SharePoint sites. Familiarity with digital image editing software and form editing software. |
| Quality Management | Quality Management | Ability to perform as quality manager, addressing the QMS needs of the section and the division as related to implementation processes and procedures. |
| Administrative Support | Records and Documents Administration | Practice in controlling a large number (1000 ) of documents. Familiarity in working with enterprise-level content management systems. Ability in writing/reading HTML. |
Asset Expertise
| Function | Name | Expertise Description |
|---|---|---|
| Administrative Support | Guidance and Training | Ability to perform usability review of instrumentation procedures. |
Qualifications, Experience and Language skills
Bachelor’s Degree – University degree preferably in a technical field or communication related area.
At least five years of experience covering required expertise in quality, document and records and management as well as demonstrated proficiency in MS Office.
Experience in quality management systems, such as ISO 9001 or similar, is an asset. Experience with documentation management systems/platforms such as M-files or similar is an asset.
Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $64121 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 30009*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks’ annual vacation, home leave, pension plan and health insurance
Applications from qualified women and candidates from developing countries are encouraged
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. 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. Testing may be part of the recruitment process
