Support Programme Assistant

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 Strategic Planning and External Coordination Section is responsible for Departmental strategic planning; coordination of research and development, including Member State Support Programmes, in line with the Department's Long-term Strategic Plan; external relations and coordination of Departmental participation at outside events; provision of support to advisory and policy-making bodies; and the provision of advice on implementation of safeguards agreements, protocols and policies.

Main Purpose

As a member of a team led by the Support Programme Coordination Team Leader, the Support Programme Assistant provides effective and efficient administrative support for coordination of Member State Support Programmes (MSSPs) which assist the IAEA in implementing its development and implementation support programme.

Working Relationships

The Support Programme Assistant has extensive interactions with colleagues at all levels within the Department of Safeguards, Department of Management, Office of Legal Affairs as well as with MSSP Coordinators and other MSSP staff.

Functions / Key Results Expected

Manage MSSP task proposal and task workflows: draft MSSP related letters, obtain clearances, distribute to MSSPs, maintain records, review actions from MSSP meetings, activate accepted tasks and draft and distribute acceptance letters.
Organize MSSP Review Meetings including meeting documents preparation and drafting summary of actions.
Maintain the Support Programme Information and Communication System (SPRICS): ensure correctness of timely data input, generate various reports and distribute them within the Department and to MSSPs. Contribute to SPRICS2.0 implementation through testing the new system and ensuring the correct data migration.
Prepare travel budget forecasts for MSSPs: request and compile input from the Department, prepare summaries and distribute them to MSSPs. Monitor the MSSP approved travel implementation and maintain their records.
Provide clerical support for acceptance of voluntary contributions from Member States; review all outgoing correspondence, ensuring that it follows corporate communication guidelines; and provide formatting and editing support for various technical documents prepared by Support Programme Coordination Team.
Manage the library of all MSSP reports on completed tasks and ensure that MSSP task status reports are made available to the Department.

Knowledge, Skills and Abilities

Good knowledge of IAEA policies and procedures related to extrabudgetary contributions; ability to collect, review and process information and prepare letters and reports.
Planning, organizing and multitasking skills: Ability to prioritize work assignments, perform assigned work independently, meet deadlines, adapt to constantly changing demands, and manage heavy workloads under time pressure.
Quality orientation: ability to work very accurately and pay attention to detail.
Communication skills: Ability to draft correspondence and assess/correct documents in accordance with established standards and requirements. Ability to convey verbal information effectively.
Interpersonal skills: Ability to act with tact and diplomacy. Ability to work effectively as a team member with staff at all levels in a multicultural, multi-ethnic environment and to establish and maintain a range of contacts and deal appropriately with counterparts.
Computer skills: Proficiency in MS Office 2010 which is the IAEA standard (Word, Excel, Outlook) and ability to use graphics applications to create diagrams (Visio). Knowledge of SharePoint an asset.

Education, Experience and Language Skills

Completed secondary education.
Minimum of five years of relevant working experience, some of which in an international environment.
English language test (level 1) and typing test (level 1) to IAEA standard.
Fluency in spoken and written English is essential. Knowledge of any other official IAEA languages (Arabic, Chinese, French, Russian, or Spanish) an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at ?41 947 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance.