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 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, and ensures that all Board documents are translated and distributed on a timely basis to Member States.
One of the main functions assigned to the IAEA by its Statute is to foster the exchange of scientific and technical information and the dissemination of knowledge in the nuclear field among Member States.
To facilitate the effective exchange and dissemination of information relevant to the IAEA's work and mandate, the Division of Conference and Document Services (MTCD) coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences, issuing documents in the six official IAEA languages, i.e. Arabic, Chinese, English, French, Russian and Spanish, and editing, printing and distributing publications.
Within this context, the Conference Services Section (CSS) is responsible for providing logistical and administrative support and services and the necessary infrastructure for all IAEA meetings.
Main Purpose
Reporting to the Conference Officer, the Conference Services Associate provides administrative and logistical arrangements for the preparation, organization and servicing of IAEA events, including scientific conferences/symposia at and outside Headquarters and high-level meetings of the Policy-Making Organs.
Functions / Key Results Expected
Under the general guidance of the Conference Officer:
Provide administrative support for high-level meetings of the IAEA's governing bodies (the General Conference, the Board of Governors and its committees), scientific and technical conferences and symposia, as well as convention/treaty meetings.
Provide in-session services related to speakers’ list, interpretation and conference clerk support during meetings of the IAEA’s governing bodies.
Advise Scientific Secretaries on the procedures and processes related to the organization of IAEA conferences and symposia: the distribution of meeting budgets available from the regular budget and voluntary contributions, including budget estimates, payment requests, hospitality claims, and final accounts; the procedures and processes of sponsorships and commercial exhibits.
Advise and coordinate with scientific Divisions on the structure of meetings, including preparation of the Announcement and Call for Papers to Member States, invitation procedures for discussion leaders, instructions to authors, session timetables, and possibilities of scientific visits, briefing meetings for chairpersons and other experts' duties during meetings.
Submit conference documents for translation, editing, printing and distribution as appropriate.
Prepare and submit statistical and debriefing reports of conferences and travel reports as appropriate.
Serve as the point of contact for participants regarding administrative, logistical and financial arrangements, working with IAEA electronic systems (AIPS and ITP ).
Draft Host Government Agreements for conferences/symposia held outside Headquarters.
Make detailed arrangements with liaison officers of Host Governments and local counterparts regarding all aspects of logistics for outside meetings.
Competencies and Expertise
Core Competencies(Competency Framework)NameDefinition 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. 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.
Functional CompetenciesNameDefinition Analytical thinkingAnalyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions. Client orientationHelps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met. ResilienceMaintains 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 ExpertiseFunctionNameExpertise Description Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Proficiency in MS Office 365 (Word, Excel, Outlook), which is the IAEA standard, and ability to use MS Visio, SharePoint and ERP systems. General ServicesMeetings OrganizationProven ability to organize large and complex meetings, preferably at international level.
Qualifications, Experience and Language skills
Completed secondary education with specialized training and minimum six years of experience is required.
Knowledge of ERP Systems in relation to Meetings and/or Travels is required.
Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
Administrative skills testing to IAEA standard might be part of the selection process.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 66981 (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 member 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.
Evaluation process
The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.
Appointment information
Appointment is subject to a satisfactory medical report.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.