Project Assistant (G-6)

Duty Station:	Vienna, Austria
Issue Date:	12 June 2013
Application Deadline:	11 July 2013
Type of Appointment:	Fixed term extrabudgetary (subject to a probationary period of 1 year)
CCOG codes:	2.A.12

Organizational Setting

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, works with the press to help clarify the technically complex work of the IAEA, and ensures that all Board documents are translated and distributed on a timely basis to Member States. Realization by the IAEA of enterprise resource planning (ERP) is central to increasing efficiency and effectiveness in programme delivery. The IAEA's ERP, known as the IAEA-wide Information System for Programme Support (AIPS), will improve the quality, accuracy and timeliness of, and access to, management information, and will harmonize and streamline the processes that underpin programme delivery. The objective is to implement a single, fully integrated solution that leverages Oracle ERP software and best practice processes, replacing 45 stand-alone systems. Eight business areas will be addressed: finance, procurement, programme and project management, human resources, contacts, meetings, travel and transportation. The initial phase focused on the first three areas and facilitated the introduction of new accounting standards (International Public Sector Accounting Standards - IPSAS). The project is now addressing other business areas. The project is overseen by the AIPS Project Board. The project involves the re-engineering of business processes, handling all aspects of change management and the implementation of a standard ERP system in partnership with a commercial contractor/consultancy, including new architecture for hardware and software, migration from old systems, as well as ensuring interoperability with related solutions.

Main Purpose

Reporting to the Project Leader/ASU Operations Manager, the Project Assistant provides specialised project and administrative support to the AIPS project and operations team.

Working Relationships

The Project Assistant provides guidance and advice to all project and operations staff on administrative issues and document management, as well as liaising closely with relevant staff in the Department of Management on applicable rules and regulations.

Functions / Key Results Expected

Project Support Manage control and distribution of project documents as well as ASU operations documentation such as project/operation status reports, plans and logs, including numbering, recording, storing and distributing issues. Prepare and maintain action log. Support adherence to established document control procedures, set up and oversee project files. Draft meeting minutes and format/edit reports on various topics. Support ASU Manager in preparation of operational reports and metrics. Administrative Support Maintain and update project and operations resource plan. Provide advice and coordinate with relevant staff in Human Resources and Procurement to provide pro-active administrative solutions to the managers and other managerial staff, ensuring administrative and financial compliance, ensuring use of correct budget codes. Provide information to all staff on the application of correct administrative procedures. Initiate and/or process requests for recruitment, leave, separation, extension, temporary assistance and consultancy and participate, as required, in interviews. Coordinate the performance review of deliverables and staff performance. Coordinate leave plans of the key staff. Logistics Coordinate external vendor consultants on-boarding as well as visa processes. Maintain office equipment log. Prepare travel plans and coordinate staff travel. Initiate and monitor progress of all necessary procurement ensuring use of correct budget codes. Arrange logistic matters such as office space and equipment for staff as well as consultants. Propose new or revised administrative guidelines or procedures, as required.

Knowledge, Skills and Abilities

Knowledge of administrative procedures, financial rules, human resources rules and travel rules in an international organization. Demonstrated ability to closely monitor budgets. Ability to interpret rules and procedures and to find solutions to budgetary and administrative problems that arise. Ability to carry out tasks independently, apply judgement, exercise initiative for non-standard cases and make/discuss proposals. Organizing skills: Ability to establish priorities manage various tasks simultaneously and maintain deadlines. Ability to work accurately while dealing with a high volume of work and short deadlines. Interpersonal skills: ability to establish and maintain working relations with staff at all levels in a multicultural and multi-ethnic environment with sensitivity and respect for diversity. Tact, diplomacy, discretion and ability to maintain confidentiality. Ability to draft, correct, compile, summarize and present documents and information such as briefing notes, graphic and statistical summaries. Computer skills: Proficiency in the use of MS Office 2010 (Outlook, Word, Excel, PowerPoint) and ability to use databases. Familiarity with IAEA computer systems is an advantage. Sound knowledge of the Agency's Travel, Accommodation and Subsistence System (ATLAS) and procedures for IAEA meetings' organization is an advantage. Understanding of PRINCE2 methodology is desirable.

Education, Experience and Language Skills

Completed secondary education. Minimum of six years of relevant administrative experience, in particular in the areas of human resources, finance and travel, some of which in an international organization. Experience in drafting and formatting reports and preparation of statistics. English Language Test (Level 2) and English Typing Test (Level 1) to IAEA standard. Excellent knowledge of both spoken and written English. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an asset. Knowledge of German an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €47 536 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online athttp://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only.Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

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. 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.