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 who carry 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.
Main Purpose
Reporting to the Section Head, the Safeguards Coordination Associate (Scheduling) is responsible for the divisional verification activity planning and scheduling and follow‑up. He/she prepares the travel budget, human resource travel statistics, and assists in the staffing requirement assessment.
Functions / Key Results Expected
* Coordinate the scheduling of inspection, technical activities and travel in order to make optimum use of available financial and human resources, and prepare and update the divisional inspection schedule and related statistics for headquarters and those in the regional offices, as appropriate.
* Coordinate activities by drafting travel related documentation to support the divisional programme and budget, including preparing biennial budgets, interim financial plans and forecasts, quarterly travel budgets and initiating procedures for budget updates and fund transfers.
* Analyze field activities in correlation with the Annual Implementation Plan (AIP) and ensure that all necessary activities are implemented effectively, highlighting key issues for senior management consideration and recommending follow‑up actions.
* Prepare and review statistics on field/inspection related activities and related costs at a divisional level.
* Complete regular quality assurance and review of key documents related to travel and scheduling (including procedures, guidance and management reports).
* Maintain documentation, reports, guidelines and files related to scheduling; prepare correspondence, reports and analyses relevant to scheduling matters.
* Provide cover to other GS staff within the division, as required.
Core Competencies
* Planning and Organizing: Plans 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.
* Communication: Communicates 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 Results: Takes 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.
* Teamwork: Actively contributes to achieving team results. Supports team decisions.
Functional Competencies
* Analytical thinking: Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.
* Client orientation: Helps 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 learning: Actively 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.
* Resilience: Maintains 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 Expertise
* Discretion and Respect for Confidentiality: High level of understanding of the protocols for handling highly sensitive, confidential and classified documents is required.
* MS Office: Working experience with MS applications (Word, Excel, PowerPoint, Visio, Project Manager).
* Administrative Support: Experience in administrative support activities.
Asset Expertise
* Data and Information Analysis and Reporting: Experience in analyzing large amounts of data in order to produce statistics and reports for the purpose of tracking and process improvement.
* Travel Management: Experience in scheduling, travel planning and monitoring; familiarity with UN travel regulations, rules and procedures.
Qualifications, Experience and Language Skills
* Completed secondary education.
* At least six years of relevant work experience, some of which should be in an international environment.
* Experience in a planning and coordination role and/or information analysis in a customer‑focused environment is an asset.
* 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 68 788 (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 members 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.
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