Equipment and Logistics Associate (G6)

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.
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 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

Reporting to the Section Head, the Equipment and Logistics Associate ensures that all equipment required in the Tokyo Regional Office by the Division is properly maintained and in good working order and that supplies are available to support office services and infield inspection and verification activities. The Equipment and Logistics Associate provides advice and guidance regarding equipment and logistics services and standards, and maintains records of activities, utilizing approved tools and databases for service request management, inventory control, and equipment performance tracking.

Functions / Key Results Expected

• Identify the most efficient and effective ways to ensure that equipment and supplies are available in accordance with local government regulations.
• Develop procedures and standards for all equipment management and logistics activities, and recommend best practices or process improvements.
• Monitor and maintain equipment and equipment systems by verifying functionality, identifying, tracking and recording incidents (e.g. malfunctioning, breakage), and carrying out necessary repairs or modifications.
• Coordinate and communicate with inspectors and partners within the Division of Technical and Scientific Services to ensure equipment reliability.
• Organize shipments and prepare all necessary documentation including customs clearance, declarations regarding dangerous goods, and diplomatic pouches.
• Coordinate and schedule shipments of dangerous goods to minimize shipment and storage costs, and to minimize the risk of excessive delays in the receipt of shipments at IAEA laboratories.
• Receive and inspect goods and equipment and maintain inventory records in line with quality control provisions.
• Procure low value items and order supplies such as electronic parts, office supplies, chemicals, swipe kits, shipping containers, and seals and seal wire; arrange for the disposal and replacement of equipment in line with local regulations.
• Coordinate with IT colleagues to identify, implement, and support effective information technology solutions, applying knowledge of IT systems and to meet operational needs.
• Provide technical support and language support to IAEA inspectors and for the Department of Nuclear Safety and Security’s Response and Assistance Network (RANET) Capacity Building Centre.
  The duties might include manual handling of bulky items and repetitive tasks. The incumbent is expected to follow systems of work in place for their health and safety, ensuring the correct use of any equipment provided for their health and safety, including lifting equipment. Medical clearance by VIC Medical Service might be required.

Competencies and Expertise

Core Competencies(Competency Framework)

NameDefinition CommunicationCommunicates 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 ResultsTakes 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. TeamworkActively contributes to achieving team results. Supports team decisions. Planning and OrganizingPlans 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

NameDefinition Analytical thinkingAnalyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions. Client orientationHelps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met. Knowledge sharing and learningActively seeks learning opportunities and actively shares knowledge and information with others; shares specialized knowledge, skills and learning from experience across different situations and contexts effectively.

Required Expertise

FunctionNameExpertise Description Information TechnologyIT Help/Service DeskDemonstrated ability to track issues and monitor a very dynamic and broadly used service management tool/ticketing system. Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Experience with MS applications (Word, Excel, PowerPoint, Visio, Project Manager) and databases.

Asset Expertise

FunctionNameExpertise Description Other Technical EngineeringEngineering and TechnologyUnderstanding of equipment performance monitoring and/or reliability assessment. General ServicesInventory and SupplyExpertise in asset information management, and a good understanding of asset lifecycle management principles and best practices. Radiation, Transport and Waste SafetyOccupational Radiation ProtectionKnowledge or experience in radiation health and safety.

Qualifications, Experience and Language skills

• Completed secondary education. Post-secondary studies in electronic system engineering, reliability engineering or a related field an asset. Additional study or training in contracting or a recognized qualification in procurement or shipping regulations an asset.
• Minimum of six years of relevant working experience, preferably in an international environment, coordinating service requests and solving technical issues in a customer service field.
• Understanding of asset management approaches, including asset identification, physical counting and reconciliation.
• Sound knowledge of Japanese customs rules and regulations.
• Demonstrated experience in several of the following areas:
  - shipping/international cargo transportation;
  - logistics;
  - commercial freight forwarding;
  - procurement;
  - supply chain management.
• Experience in the nuclear field and/or in the shipment of sensitive material/equipment an asset.
• Excellent oral and written command of English and Japanese. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• Testing to IAEA standard may be part of the process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at JPY 7373000 (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.