Administrative Associate

International Atomic Energy Agency

Vienna, Austria

Experience: 5 to 10 Years

Skill Required: HR and Admin

The objective of the Department of Nuclear Energy is to foster the efficient and safe use of nuclear power by supporting interested Member States in improving the performance of nuclear power plants, the nuclear fuel cycle, and the management of nuclear wastes; in catalysing innovation in nuclear power and fuel cycle technologies; in developing indigenous capabilities for national energy planning; in deploying new nuclear power plants; in preserving and disseminating nuclear information and knowledge; and in advancing science and industry through improved operation of research reactors.

Main Purpose:

Reporting to the Administrative Officer (or the individual with responsibilities equivalent to AO) and working in close collaboration with the relevant Division/Office Director, the Administrative Associate provides administrative support in the areas of human resources, finance, and administration, as needed, to the assigned Division(s) or office(s) to ensure harmonized, effective, and efficient operations and utilization of resources. She/he may provide day-to-day supervision guidance to other staff on administrative matters, as required.

Functions / Key Results Expected:

The Administrative Associate performs all or some of the following functions, as required:

  • Provide support in the planning of financial resources by briefing managers on programme and budget and use of the IAEA's financial system; compile, draft and consolidate information relevant to programme and budget planning and performance assessments; prepare costing, participate in discussions, and finalize inputs for approval and submission to the relevant Division/Office Director and Office of the DDG.
  • Prepare financial reports as required and review actual expenditures against budgets to ensure that information on the systems tallies, making corrections when necessary.
  • Monitor financial expenditures, facilitate budget forecasting, and initiate funds transfers, as required, using the IAEA's financial systems, providing advice to project and Departmental managers on possible use of funds or proposed efficiencies.
  • As designated, act as Alternate Certifying Officer.
Human Resources:
  • Provide support in the planning of human resources by briefing managers and staff on HR procedures and processes, initiate and follow up on actions and ensure that correct procedures and deadlines are complied with in the following areas: post management, job descriptions, recruitment, performance reviews, mobility programme, training, administrative entitlements, extensions, temporary assistance and consultancy services, etc.
  • Keep abreast of any new or revised administrative guidelines and disseminate accordingly to concerned staff. Monitor the staffing situation of the assigned Division/Office, advise on possible staff movements; compile statistical information and reports.
  • Provide administrative support to hiring managers, such as pre-screening applicants, drafting interview questions, administering tests and preparing reports, participate in panel interviews as administrative support and process recommendations for appointment.
  • With input from management, support the performance management review process, such as draft justifications for promotion and merit promotion/award reviews upon request.
  • Brief managers and staff on administrative matters and procedures; coordinate required administrative assignments in the Department including observation of deadlines and serve as administrative liaison with internal and external counterparts.
  • Review/issue (as required) requests for procurement of goods and services ensuring funds availability and use of appropriate budget codes.
  • Coordinate and review the quarterly travel plan; review travel authorizations ensuring proper procedures are followed including fund allocation prior to Departmental/Divisional approval .
  • Provide guidance, instruction, and support to other General Service staff throughout the assigned Division/Office.
  • As an administrative focal point, provide guidance and assistance and/or backup to other administrative or office support staff. Plan efficient office space allocation.
  • Contribute to the development, implementation or enhancement of activities and process improvement initiatives.
Qualifications, Experience and Language skills:
  • High School Diploma - Completed secondary education.
  • Minimum of six years of relevant experience, in several of the following fields: finance, accounting, human resources, administrative services, or other related fields, at least three of which in an international environment.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.