Senior Office Assistant(G6)

Tags: Russian English language Environment
  • Added Date: Wednesday, 06 August 2025
  • Deadline Date: Wednesday, 27 August 2025
5 Steps to get a job in the United Nations

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 IAEAโ€™s duties and responsibilities as the worldโ€™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.ย 

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.ย 

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.
ย 

Main Purpose

Reporting to the Section Head, the Senior Office Assistant is responsible for providing and coordinating the administrative services of the Tokyo Regional Office (TRO-J). This includes the administrative and operational support required for safeguards programmes and services in Japan.
ย 

Functions / Key Results Expected

Accounting and financial:
Process financial transactions for the Tokyo Regional Office.ย 
Receive all invoices, initiate payment of all locally incurred Tokyo Regional Office expenditures, and prepare financial reports.ย 
Monitor and review actual expenditures against budgets and initiate filings for tax-exemptions. Brief managers in Tokyo and Vienna on financial data.ย 
Manage the cash account in the Tokyo Regional Office, initiate expenditures and submit monthly reports on the performance of the account to management and MTBF.

Administrative:
Monitor and manage the processes for TRO-J staff to obtain and maintain valid MOFA ID cards and official approvals, documents, visas for TRO-J staff and their families.ย 
Liaise with the Tokyo Regional Office landlord, and local service vendors to maintain various services related to the daily operation of the TRO-J.ย 
Provide administrative office services to the Head of the Tokyo Regional Office, including preparing formal correspondence and organizing meetings.

Operational:
Provide operational support to the Office, including preparing official communications with States, organizing travel and providing logistical support, including opening bank accounts, updating the Safeguards Portal, and serving as back up for the Implementation Assistant, as needed.ย 
Assist the Head of the Tokyo Regional Office to ensure that effective security measures at TRO-J premises are in place. Control physical access administrative measures to TRO-J premises and liaise with stakeholders for security matters.
Coordinate with counterparts in the Japan Safeguards Office, the Nuclear Material Control Center the Ministry of Foreign Affairs and other Japanese government agencies concerning Tokyo Regional Office technical meetings, inspector field activities and visitors from IAEA Headquarters.

Competencies and Expertise

Core Competencies(Competency Framework)NameDefinitionย ย Planning and OrganizingPlans and organizes his/her own work in support of achieving the team or Sectionโ€™s priorities. Takes into account potential changes and proposes contingency plans.ย ย 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.ย ย Achieving ResultsTakes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Divisionโ€™s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.ย ย TeamworkActively contributes to achieving team results. Supports team decisions.

Functional CompetenciesNameDefinitionย ย 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.ย ย Client orientationHelps clients to analyse their needs. Seeks to understand service needs from the clientโ€™s perspective and ensure that the clientโ€™s standards are met.ย ย ResilienceMaintains 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.

Required ExpertiseFunctionNameExpertise Descriptionย ย ย Administrative SupportCorrespondence and Written CommunicationAbility to draft routine correspondence and correct documents in accordance with established standards and requirements.ย ย ย Administrative SupportDiscretion and Respect for ConfidentialityAbility to act with tact, diplomacy, discretion and respect for confidentiality.ย ย ย Administrative SupportDocument ManagementProven understanding (and ideally experience with) Document Management systems and procedures and with an understanding of the treatment of confidential and sensitive information being particularly important.ย ย ย Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Proficiency in MS Office and the ability to use databases.ย ย ย SafeguardsSafeguards System, BasicAn interest/ basic awareness and demonstrated desire to learn and apply.

ย 

Qualifications, Experience and Language skills

Completed secondary education.

๐Ÿ“š ๐——๐—ถ๐˜€๐—ฐ๐—ผ๐˜ƒ๐—ฒ๐—ฟ ๐—›๐—ผ๐˜„ ๐˜๐—ผ ๐—š๐—ฒ๐˜ ๐—ฎ ๐—๐—ผ๐—ฏ ๐—ถ๐—ป ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐—ถ๐—ป ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ! ๐ŸŒ๐Ÿค ๐—ฅ๐—ฒ๐—ฎ๐—ฑ ๐—ผ๐˜‚๐—ฟ ๐—ก๐—˜๐—ช ๐—ฅ๐—ฒ๐—ฐ๐—ฟ๐˜‚๐—ถ๐˜๐—บ๐—ฒ๐—ป๐˜ ๐—š๐˜‚๐—ถ๐—ฑ๐—ฒ ๐˜๐—ผ ๐˜๐—ต๐—ฒ ๐—จ๐—ก ๐Ÿฎ๐Ÿฌ๐Ÿฎ๐Ÿฏ ๐˜„๐—ถ๐˜๐—ต ๐˜๐—ฒ๐˜€๐˜ ๐˜€๐—ฎ๐—บ๐—ฝ๐—น๐—ฒ๐˜€ ๐—ณ๐—ผ๐—ฟ ๐—จ๐—ก๐—›๐—–๐—ฅ, ๐—ช๐—™๐—ฃ, ๐—จ๐—ก๐—œ๐—–๐—˜๐—™, ๐—จ๐—ก๐——๐—ฆ๐—ฆ, ๐—จ๐—ก๐—™๐—ฃ๐—”, ๐—œ๐—ข๐—  ๐—ฎ๐—ป๐—ฑ ๐—ผ๐˜๐—ต๐—ฒ๐—ฟ๐˜€! ๐ŸŒ

โš ๏ธ ๐‚๐ก๐š๐ง๐ ๐ž ๐˜๐จ๐ฎ๐ซ ๐‹๐ข๐Ÿ๐ž ๐๐จ๐ฐ: ๐๐จ๐ฐ๐ž๐ซ๐Ÿ๐ฎ๐ฅ ๐“๐ž๐œ๐ก๐ง๐ข๐ช๐ฎ๐ž๐ฌ ๐ก๐จ๐ฐ ๐ญ๐จ ๐ ๐ž๐ญ ๐š ๐ฃ๐จ๐› ๐ข๐ง ๐ญ๐ก๐ž ๐”๐ง๐ข๐ญ๐ž๐ ๐๐š๐ญ๐ข๐จ๐ง๐ฌ ๐๐Ž๐–!

Minimum of six years of relevant working experience, preferably in an international environment.

Experience with Japanese government rules and practices.

Experience providing guidance on administrative practices and procedures for other office support staff.

Experience conducting independent research and analysis, formulating options and recommendations and applying good judgment in the context of assignments.

Experience in the use of basic financial accounting.

Excellent oral and written command of English and Japanese. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

ย 

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-staffย 

ย 

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.
ย 

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.

ย 

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.

ย 

Recommended for you