Senior Office Assistant (Toronto Regional Office)(G6)
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
Duty station
Toronto, Canada. Recruitment is made on a LOCAL BASIS only.
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.
Operations Divisions, and the Office for Verification in Iran, perform and document safeguards verification activities and conduct analysis and evaluations aimed at providing assurances that States comply with their nuclear safeguards commitments. These teams implement a broad range of measures, including information analysis and in-field verification, to draw soundly based safeguards conclusions for States.
Main Purpose
The Senior Office Assistant is responsible for providing and coordinating the administrative services of the IAEA’s Toronto Regional Office (TRO), Ontario, and its activities performed in/outside Canada. TRO is currently staffed by five nuclear safeguards inspectors and one technical specialist, in addition to the Senior Office Assistant.
Functions / Key Results Expected
- Process financial transactions for TRO. Receive all invoices and initiate payment of all locally-incurred TROs expenditures, prepare financial reports and review actual expenditures against budgets. Brief the managers in TRO and IAEA Headquarters on financial data. Initiate filings for tax-exemption. Manage the bank account of the Toronto Regional Office, initiate expenditures and submit reports on the status of the account to the managers.
- Obtain all types of official government documents and approvals needed by TRO personnel and their family members for legal residence in Canada, legal entry into Canada (entry permits, residence cards), and travel from Canada on official business (visas).
- Support discussions and negotiations with local businesses, such as the landlord of TRO premises (or the landlords representatives ) on matters relating to extension or modification of the lease, modification of the premises, changes in service providers (e.g., telecommunication), building security and other building-related matters. Negotiate reduced rates with local hotels as needed.
- Support TRO staff members with routine tasks, such as organizing official mobile phone service with local carriers, organizing medical exams and whole-body counts for occupationally exposed workers, and opening private accounts in local banks.
- Coordinate directly with counterparts in the Canadian Nuclear Safety Commission (CNSC), Global Affairs Canada (GAC) and other Canadian government agencies concerning TRO, inspector field activities and visitors from IAEA HQ.
- Provide office administrative services to the Head of TRO, including preparation of formal correspondence and meetings.
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. |
Asset 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 | Application of a high degree of tact, diplomacy and discretion, and proven ability to maintain confidentiality. |
| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | Proficiency in MS Office and the ability to use databases and ERP systems. |
| Administrative Support | Records and Documents Administration | Knowledge of record and information management standards and best practices. |
| Administrative Support | Travel Management | Proven experience organizing travel activities. |
Qualifications, Experience and Language skills
- Completed secondary education. Additional specialized training is an asset.
- Minimum of six years of general office support experience.
- Work experience in an international environment desirable.
- Ability to work with a high degree of accuracy and attention to detail in a demanding office environment.
- 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 CAD 56692 (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.
