Programme Management Assistant (TC)(G5)

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).

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 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.

Main Purpose

Under the supervision of the Section Head, the Programme Management Assistant (TC) processes all administrative tasks and implementation actions within assigned projects related to Human Resource (HR) Capacity Building components (i.e., Expert Missions, Training Courses, Fellowship Trainings, Scientific Visits, Meetings).
The Programme Management Assistant (TC) provides support to the Programme Management Officer (PMO) on all aspects of the planning, monitoring and implementation of the assigned projects
As senior project assistance staff, the Programme Management Assistant (TC) supports innovative, complex or sensitive projects.

Functions / Key Results Expected

In accordance with TC departmental operational and administrative guidelines, process workflows, systems, and templates, the Programme Management Assistant (TC) will perform the following functions, as required:
• Provides administrative and logistical support throughout all stages of the project cycle (planning, implementation, monitoring and evaluation, reporting and closure) related to complex or sensitive TC projects and/or activities assigned by the supervisor, including Human Resources Capacity Building activities (i.e., Expert Missions, Training Courses, Fellowship Trainings, Scientific Visits, Meetings).
• Performs all administrative and logistical tasks related to the assigned projects and/or country programme, including:

• administration of entitlements for relevant project personnel (experts, lecturers, scientific visitors, fellows, participants) and where applicable, processes authorized changes in contracts including extensions and separations.
• preparation of standard contractual documentation, such as administrative letters to meeting/training course/TC-sponsored participants, and financial offers to the experts
• administration of travel and financial arrangements, based on approved costs
• preparation of meeting documentation and/or training material
• administration of logistical arrangements for the organization of scientific visits, meetings and/or training courses (including virtual and hybrid activities)
• preparation, processing, and completion of assigned TC procurement requests related to HR components.
• preparation of obligations and purchase orders, reconciliation of budgets with expenditure; ensuring accuracy of entitlements and following up outstanding obligations or refunds to close accounts.

• Within the assigned responsibilities, liaises with relevant internal TC and Agency stakeholders and external counterpart institutions in Member States to clarify and to coordinate administrative and financial arrangements following IAEA standards and procedures.
• Keeps up-to-date and manages relevant electronic and hard copy records according to corporate standards; liaises with archives and records management staff to ensure the proper handling of file transfers at designated times.
• As senior project support staff, the incumbent is also responsible for providing assistance to complex projects / programmes, including the implementation of new flagship and innovative initiatives.
• Provides guidance and trains temporary or more junior staff and performs other administrative support duties as 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 thinkingGathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. Client orientationEstablishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. Judgement/decision makingConsults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules. Knowledge sharing and learningActively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice. Partnership buildingDevelops and maintains partnerships needed for his/her work. Establishes and nurtures positive relations with partners and stakeholders.

Required Expertise

FunctionNameExpertise Description Administrative SupportCorrespondence and Written CommunicationAbility to draft correspondence, correct documents and present information in accordance with established standards and requirements. Administrative SupportData ManagementSound numerical skills, accuracy and ability to pay attention to details. Administrative SupportFiling and ArchivingAbility to organize filing for easy retrieval by all authorized users. Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Good working knowledge of Microsoft Office.

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 environment.
• 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 testing 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 59439 (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.