Job Description - Conference Services Support Assistant (G4) (2024/0691 (002750))
Organization
MTCD-Conference Services Section
Primary Location
Vienna International Centre
Job Posting
2024-12-19, 6:17:10 AM
Closing Date
2025-01-16, 10:59:00 PM
Duration in Months: 36
Contract Type: Fixed Term - Regular
Full Competitive Recruitment: Yes
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. 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 timely translation and distribution of Board documents to Member States.
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 Section Head, the Conference Services Support Assistant provides organizational and administrative assistance for the IAEA's conferences, meetings, and exhibitions. The incumbent receives and processes booking requests for meeting premises and ensures the smooth delivery of meeting services, assists on the use of conference systems and applications, updates daily events, and monitors logistics arrangements for meetings and exhibitions held at the IAEA's headquarters.
Functions / Key Results Expected
1. Locate and book meeting rooms and arrange technical services and other meeting requirements for IAEA meetings.
2. Provide comprehensive instructions to meeting/conference exhibitors and exhibit service providers.
3. Assist in technical and refreshment arrangements for hospitality events.
4. Brief and monitor the work of temporary meeting/conference assistants.
5. Ensure proper participant registration at Gate 1 on the day of the event.
6. Provide instructions and assistance for users of conference systems and applications.
7. Upload templates of the Correspondence Models for Meetings (CMMs) and prepare and distribute reports.
8. Provide administrative and logistical support to the Section Head and the Section as a whole.
Communication
Communicates orally and in writing in a clear, concise and impartial manner.
Achieving Results
Takes initiative in defining realistic outputs and clarifying roles and responsibilities.
Teamwork
Actively contributes to achieving team results.
Planning and Organizing
Plans and organizes his/her own work in support of achieving team or Section’s priorities.
Required Expertise
1. Function: Administrative Support
Name: Proficiency in MS Office (Word, Excel, Outlook) and ability to use MS Visio, Sharepoint, and ERP systems.
2. Function: General Services
Name: Basic knowledge of conference and meetings/event planning.
Qualifications, Experience and Language Skills
* Completed secondary education.
* Minimum of four years of general office support experience, some of which in an international environment.
* Excellent oral and written command of English. Knowledge of other official IAEA languages 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 48527, 6 weeks' annual vacation, pension plan, and health insurance.
General Information
* The IAEA's paramount consideration in the recruitment of staff members 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.
* The IAEA is committed to gender equality and promoting a diverse workforce.
* Recruitment will be on a LOCAL BASIS only.
* The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations.
Evaluation Process
* The evaluation of applicants will be based on the information submitted in the application according to the selection criteria.
* Candidates under serious consideration for selection may be subject to reference and background checks.
Appointment Information
* Appointment is subject to a satisfactory medical report.
* The IAEA retains the discretion not to make any appointment to this vacancy.
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