Apply for Conference Services Support Assistant, Vienna, Austria Job Vacancy | Position

Conference Services Support Assistant(G4)

( 2024/0691 (002750) )

Organization: MTCD-Conference Services Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-12-19, 6:17:10 AM

Contract Type : Fixed Term

Regular

Probation Period : 1 Year

Full Competitive Recruitment : Yes

This choice train could also be used to generate a roster of pre-approved candidates to handle future staffing wants for comparable features in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please notice that the cut-off date for submission of purposes is indicated in native time as per the time zone of the applicant’s location.

Organizational Setting

The Department of Management (MT) offers a “platform of services” that serves as a basis for the profitable supply of the IAEA’s scientific and technical programmes. Its mission assertion is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, amongst different help actions, it assists a scientific supervisor in recruiting the fitting professional, helps a technical officer coordinate the acquisition of radiation tools, and ensures that each one Board paperwork are translated and distributed on a well timed foundation to Member States. One of the principle features assigned to the IAEA by its Statute is to foster the change of scientific and technical info and the dissemination of information within the nuclear subject amongst Member States. To facilitate the efficient change and dissemination of knowledge related to the IAEA’s work and mandate, the Division of Conference and Document Services (MTCD) coordinates and helps the implementation of those actions for its customers and purchasers, each inside and exterior, by organizing conferences and conferences, issuing paperwork within the six official IAEA languages, i.e. Arabic, Chinese, English, French, Russian and Spanish, and enhancing, printing and distributing publications.

Within this context, the Conference Services Section (CSS) is accountable for offering logistical and administrative help and companies and the mandatory infrastructure for all IAEA conferences.

Main Purpose

Reporting to the Section Head, the Conference Services Support Assistant offers organizational and administrative help for the IAEA’s conferences, conferences and exhibitions. The incumbent receives and processes the reserving requests for assembly premises and ensures the graceful supply of assembly companies, assists on the usage of convention techniques and purposes, updates day by day occasions, screens and assists Divisions and assembly organizers on the logistics preparations for conferences and exhibitions and different occasions held on the IAEA’s headquarters.

Functions / Key Results Expected

• Locate and ebook assembly rooms and prepare technical companies and different assembly necessities for IAEA conferences being held within the Vienna International Centre and elsewhere;
• Provide exact and complete directions to assembly/convention exhibitors and exhibit service suppliers together with exhibit/show tips, floorplans, areas, and setup and removing schedules;
• Assist in technical and refreshment preparations for hospitality occasions in reference to conferences, reveals and different occasions;
• Brief and monitor the work of non permanent assembly/convention assistants and recurrently check convention/assembly rooms to make sure that the furnishings, tools, and stationery provides for conferences are correctly organized and absolutely useful;
• Ensure correct participant registration at Gate 1 on the day of the occasion and supply preliminary assembly info to individuals prematurely;
• Provide directions and help for customers of convention techniques and purposes together with troubleshooting PCs positioned in assembly rooms;
• Upload to the intranet, InSite, the templates of the Correspondence Models for Meetings (CMMs) and different paperwork/info, and put together and distribute lists of conferences, attendance experiences, exhibition and assembly statistical experiences, and tools and provide inventories;
• Provide administrative, and logistical help to the Section Head and the Section as an entire, as required.

Competencies and Expertise

Core Competencies (Competency Framework)

Name Definition

Communication

Communicates orally and in writing in a transparent, concise and neutral method. Takes time to take heed to and perceive the views of others and proposes options.

Achieving Results

Takes initiative in defining reasonable outputs and clarifying roles, tasks and anticipated ends in the context of the Department/Division’s programme. Evaluates his/her outcomes realistically, drawing conclusions from classes discovered.

Teamwork

Actively contributes to reaching staff outcomes. Supports staff choices.

Planning and Organizing

Plans and organizes his/her personal work in help of reaching the staff or Section’s priorities. Takes into consideration potential adjustments and proposes contingency plans.

Functional Competencies

Name Definition

Analytical considering

Gathers and analyses info, figuring out important relationships and patterns amongst knowledge and proposes workable options.

Client orientation

Establishes efficient relationships with purchasers to know and meet or exceed their wants. Finds methods to make sure consumer satisfaction.

Resilience

Able to stay calm in emotionally charged conditions. Accepts constructive suggestions in a optimistic method and is ready to deal with setbacks.

Required Expertise

Function Name Expertise Description

Administrative Support

MS Office (Word, Excel, Outlook, PowerPoint)

Proficiency in MS Office 2010 (Word, Excel, Outlook), which is the IAEA customary, and talent to make use of MS Visio, Sharepoint and ERP techniques.

General Services

Meetings Organization

Basic information of convention and conferences/occasion planning

Qualifications, Experience and Language expertise

• Completed secondary training.
• Minimum of 4 years of basic workplace help expertise, a few of which in a global surroundings. ehahg8P BqjcS2
• Excellent oral and written command of English. Knowledge of different official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• Administrative expertise testing to IAEA customary is perhaps part of the choice course of.

Remuneration

The IAEA affords a sexy remuneration bundle together with a tax-free annual internet base wage beginning at EUR 48527 (topic to necessary deductions for pension contributions and medical insurance), 6 weeks’ annual trip, pension plan and medical insurance. More info on the circumstances of employment could be discovered at: https://www.iaea.org/about/employment/general-service-staff

General Information

• The IAEA’s paramount consideration within the recruitment of employees member is to safe workers of the best requirements of effectivity, technical competence and integrity.
• Staff Members shall be chosen with none unfair therapy or arbitrary distinction based mostly on an individual’s race, intercourse, gender, sexual orientation, gender identification, gender expression, faith, nationality, ethnic origin, incapacity, age, language, social origin or different comparable shared attribute or trait.
• The IAEA is dedicated to gender equality and to selling a various workforce.
• Recruitment will likely be on a LOCAL BASIS solely.
• Applicants needs to be conscious that IAEA employees members are worldwide civil servants and should not settle for directions from another authority. The IAEA is dedicated to making use of the best moral requirements in finishing up its mandate. As part of the United Nations widespread system, the IAEA subscribes to the next core moral requirements (or values): Integrity, Professionalism and Respect for range.
• The IAEA has a zero-tolerance coverage on conduct that’s incompatible with the goals and goals of the United Nations and the IAEA, together with sexual harassment, abuse of authority and discrimination.

Evaluation course of

• The analysis of candidates will likely be performed on the idea of the knowledge submitted within the application in response to the choice standards said within the emptiness announcement. Applicants should present full and correct info. Evaluation of certified candidates could embrace an evaluation train, which can be adopted by a competency-based interview.
• Candidates beneath critical consideration for choice could also be topic to reference and background checks as part of the recruitment course of.

Appointment info

• Appointment is topic to a passable medical report.
• Staff members could also be assigned to any location.
• The IAEA retains the discretion to not make any appointment to this emptiness, to make an appointment at a decrease grade or with a unique contract kind, or to make an appointment with a modified job description or for shorter length than indicated above.