Training Assistant (Safeguards) – International Atomic Energy Agency (IAEA)

Type of Appointment

Either a Fixed-Term appointment (if the candidate already hold a Fixed-Term appointment) or

Temporary-Assistance appointment (in all other cases) may be offered, both subject to a probationary period of one year.

Organizational Setting

The Department of Safeguards is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for some 180 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries.

The Department of Safeguards consists of six Divisions: three Operations Divisions: A, B and C, for the implementation of verification activities around the world; three Technical Divisions: Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services; as well as two Offices: the Office of Safeguards Analytical Services and the Office of Information and Communication Services.

The Division of Concepts and Planning is responsible for strategic planning, the development and promotion of safeguards concepts and policy, the coordination of research and development activities, the implementation of the quality management system of the Department, and the provision and development of training.
The Safeguards Training Section is responsible for the development, coordination and provision of safeguards related training for the Department and for personnel of Member States in relation to their obligations under safeguards agreements with the IAEA. The principal functions and responsibilities of the Section include the organization and implementation of the training of safeguards staff and Member State personnel; the preparation, coordination and maintenance of documentation required for training; and the maintenance of training facilities.

Main Purpose

Under the supervision of the Training Officer, the Training Assistant obtains and clarifies information, provides logistical and administrative support and services, including correct payment arrangements, for training courses organized by the Section in Vienna or overseas, with regard to international, regional or national training courses supporting State System of Accounting for and Control of Nuclear Material, and training courses organized for staff of the Department of Safeguards, particularly inspectors and analysts.

Working Relationships

The incumbent coordinates with the training officers of the Training Section for Safeguards all information regarding training courses including training course budgets and availability of training rooms and teaching materials. He/she coordinates with representatives from host countries or from Member States Support Programmes all arrangements needed for planning, scheduling and implementing of training courses. He/she serves as a point of contact with departmental training officers of the Department of Safeguards regarding collecting applications and issuing list of participants in a training course. He/she coordinates with other Divisions/Departments (e.g. OLA, MTBF) at different stages of implementation of training courses.

Functions / Key Results Expected

• Under the supervision of the Training Officer, serve as point of contact for external stakeholders involved in the preparation and the conduct of training courses, including but not limited to: countries hosting courses, Member States Support Programmes representative assigned to courses, external participants as trainees or lecturers, organizations supporting training courses.
• Make arrangements for training courses, meetings, workshops and other events organized in Vienna or outside Vienna. This includes the implementation of logistics, preparation of and taking responsibility for the clearance process of host government agreements, invitation letters as well as compilation and distribution of working documents, presentations and other material.
• Draft standard correspondence, including host government agreements, announcements, invitations for participation in training courses, other relevant correspondence with Member States and responses to inquiries, ensuring correctness in terms of format, grammar and spelling, and in compliance with IAEA communication guidelines and procedures.
• Make travel and hotel arrangements, prepare travel authorizations/claims for the staff and/or participants and compile, calculate and prepare cost estimates, arrange for payments, in accordance with IAEA administrative rules and procedures.
• Arrange for and ensure availability of required material by coordinating translation, editing, printing and distribution. Coordinate and arrange facilities and equipment and other training related logistical tasks.
• Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans. Record and monitor participation.

Qualifications, Experience and Skills

• Completed secondary education.
• Minimum five years of clerical/administrative working experience in an international environment, with extensive experience in planning and organizing various types of meetings or training activities.
• Extensive experience in using MS Office (Word, Excel and PowerPoint), a computerized meeting system such as the IAEA’s Agency-wide meeting system (AWMS) and a computerized travel system such as the IAEA’s Travel, Lodging and Subsistence System (ATLAS).
• English typing test (level 2) and English language test (level 2) to IAEA standard.
• Excellent knowledge of both spoken and written English. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage. Knowledge of German an asset.
• Experience working on financial arrangements and payments for meetings/training activities.
• Good knowledge of the policies, procedures and rules related to the organization of various training activities in an international organization.
• Planning, organizing and multitasking skills: Ability to prioritize work assignments, perform assigned work independently, meet deadlines, adapt to constantly changing demands, and to manage heavy workload under time pressure. Ability to report to the supervisor when necessary.
• Interpersonal skills: Ability to work effectively with staff at all levels in a dynamic multicultural environment with respect to diversity and to deal with external counterparts in a tactful and diplomatic fashion.
• Customer-orientation: Ability to coordinate with all involved IAEA stakeholders all aspects of organizing training courses, to identify clients’ needs and constraints and to provide efficient and customer-friendly services in a timely manner.
• Communication skills: Ability to draft correspondence and other documents in a clear and precise manner and to convey spoken information effectively.
• Accuracy and ability to pay attention to details, particularly when interacting with Member States’ representatives and authorities.
• Preparedness to travel to various countries for several weeks and to work at irregular hours, as required.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 42703 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance

Primary Location: Austria, Vienna

Closing Date: 2015-12-17, 11:59:00 PM

Read more and apply here.