Back Safeguards Coordination Assistant (Records Management)(G5)

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 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, responsible for carrying 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.

Operations Divisions, and the Office for Verification in Iran, perform and document safeguards verification activities and conduct analysis and evaluations aimed at providing assurances that States comply with their nuclear safeguards commitments. These teams implement a broad range of measures, including information analysis and in-field verification, to draw soundly based safeguards conclusions for States.

Main Purpose

Reporting to the Section Head, through the Senior Inspector in the Coordination and Support Section, the Safeguards Coordination Assistant (Records Management), carries out a variety of tasks to manage complex technical documentation required for the preparation of safeguards verification activities and the documentation, such as registering and recording documents, filing and distributing of information and preparing reports. He/she provides guidance and advice on the proper use, application, and the importance of Safeguards documentation procedures and working methods.

Functions / Key Results Expected

• Register paper-based and electronic Divisional documents and distribute to all Officers concerned. Ensure all documents and Department related working papers are traceable, available and up-to-date. Ensure highly confidential or confidential documents are handled according to the prevailing security rules within the Section. Record and track anomalies declared during the implementation of the inspection activities in the field, follow up and track status of anomaly until issue is Resolved/Closed. Prepare monthly anomaly status report.
• File and distribute of Design Information Questionnaires (DIQs) received from the State, keep track on the actions to be taken by the responsible officer on the review and preparation of the comments to the State. Maintain status table up-to-date.
• Review and report quality performance through the use of existing records and statistics. Issue regular reports related to Inspection Documentation Packages (IDP) tracking status. 
• Collect, compile and maintain data in support of quality improvements by cross checking divisional quality control results vs. those of other Divisions and assures that the system is corrected. 
• Act as team member providing back-up and support to other GS staff as required and/or instructed by the Senior Inspector or Section Head. 

  Competencies and Expertise

  Core Competencies(Competency Framework) Name Definition   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.   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.

  📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

  ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

  Functional Competencies Name Definition   Analytical thinking Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.   Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.   Resilience Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

  Required Expertise Function Name Expertise Description       Administrative Support Correspondence and Written Communication Ability to draft routine correspondence and correct documents in accordance with established standards and requirements.       Administrative Support Data Management       Administrative Support Discretion and Respect for Confidentiality High level of understanding of the importance of and the protocols involved with handling highly sensitive, confidential, and classified documents, specifically safeguards related.       Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office 2010 and the ability to use databases.

  Qualifications, Experience and Language skills

  • Completed secondary education.
  • Minimum of five years of relevant working experience, some of which in an international environment. 
  • Experience in database management, data retrieval applications and document management desirable.
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

    Remuneration

    The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 57876 (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.