Training Assistant (Safeguards)(G5)

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. 

The Division of Concepts and Planning (SGCP) is responsible for the development and promotion of safeguards concepts and policy; the coordination of research and development activities and Member State Support Programmes; strategic planning; the implementation of the quality management system of the Department; and the provision and development of training.
 

Main Purpose

Under the supervision of the respective Team Leader and in close cooperation with the Training Officer(s), the Training Assistant (Safeguards) 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 Systems of Accounting for and Control of Nuclear Material, and training courses organized for staff of the Department of Safeguards, particularly inspectors and analysts.

Functions / Key Results Expected

• In cooperation with the relevant Training Officers, serve as point of contact for external stakeholders involved in the preparation and the conduct of training courses, including but not limited to the following: countries hosting courses, Member States Support Programme representatives assigned to courses, internal or external participants, trainees or lecturers, as well as Divisions or organizations supporting training courses.

• Make arrangements for training courses, meetings, workshops and other events organized in Vienna (in-person and virtually) outside Vienna. This includes the implementation of logistics; preparation of and taking responsibility for all course-related correspondence, as well as the collection and distribution of working documents, presentations and other materials. 

• 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 accommodation arrangements, prepare travel authorizations/claims for the staff and/or participants and compile, calculate and prepare cost estimates, arrange for and reconcile payments, and produce financial reports upon completion of the event, in accordance with IAEA administrative rules and procedures.

• Arrange for and ensure availability of required materials 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 learning management systems, mailing lists, document tracking systems and management reporting systems on the status and completion of work plans. Record and monitor course participation.

  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 CompetenciesNameDefinition  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.  Knowledge sharing and learningActively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.  ResilienceAble to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

  Required ExpertiseFunctionNameExpertise Description   FinanceFinance Principles and PracticesExperience working on financial arrangements and payments for meetings/training activities.   Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Extensive experience in using MS Office (Word, Excel and PowerPoint).   TrainingTraining ImplementationGood knowledge of the policies, procedures and rules related to the organization of various training activities in an international organization. Knowledge of training support platforms.   Administrative SupportTravel ManagementExtensive experience in using a computerized meeting system and a computerized travel system.

  Asset ExpertiseFunctionNameExpertise Description   TrainingTraining FacilitationExperience in use of e-learning systems (e.g. Moodle) and in facilitation / production of remote classrooms

   

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  Qualifications, Experience and Language skills

• Completed secondary education.

At least 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.

Preparedness to travel and to work at irregular hours, if required for the implementation of training.

Knowledge of German desirable.

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

Administrative skills test 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 EUR 57876 (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

Evaluation process

Appointment information