Office Coordination Assistant

International Atomic Energy Agency

Vienna, Austria

The Department of Nuclear Safety and Security (NS) formulates and implements the IAEA's nuclear safety and security programme, which encompasses the Agency's activities to protect people and the environment from radiation exposure and responds to the needs of its Member States related to nuclear safety and nuclear security.
The Division of Nuclear Security (NSNS) is responsible, upon request, for establishing, coordinating and implementing the IAEA's nuclear security programme to protect against, detect and respond to nuclear security events and threats thereof. NSNS comprises four Sections:
  • Information Management Section
  • Nuclear Security of Materials Outside of Regulatory Control Section
  • Nuclear Security of Materials and Facilities Section
  • Programme Development and International Cooperation Section
Main Purpose:
Under the supervision of the Director, the Office Coordination Assistant (NSNS) coordinates and provides administrative support to the Division, including for administrative actions related to operational resources, as well as staff and non-staff travel. She/he may provide guidance to other assistants on administrative matters.

Functions / Key Results Expected:
Provide support to the Divisional focal point for operational and administrative functions, as well as to the Divisional focal point for staff and non-staff travel authorisations.
  • The incumbent independently processes all administrative actions related to the recruitment of experts, lecturers, consultants and interns.
  • Coordinate, compile and perform quality check of Divisional documentation regarding staff and non-staff travel related to submissions for approval of the Director. Finalize staff travel authorizations independently in the ERP system and ensure compliance with the Agency's rules and regulations. Review travel (TRAC) claims and certify prior to submission to the Division of Budget and Finance.
  • Coordinate office space usage and act as a focal point to MTGS on related matters.
  • Support the Director’s Office with Low Value Procurement, as required.
  • As designated, act as Alternate Certifying Officer.
  • Participate in special divisional projects, contributing to the development, implementation or enhancement of activities.
  • Provide logistical and administrative support for the team and backup to other administrative support staff in the Division.
  • Perform other duties as required.
Qualifications, Experience and Language skills:
  • Completed secondary education.
  • Minimum of five years of experience, in several of the following fields: finance, accounting, 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.
  • Administrative skills test to IAEA standard may be part of the process.