Conference Clerk

Job Posting Organization:
The International Atomic Energy Agency (IAEA) is an international organization that seeks to promote the peaceful use of nuclear energy and to inhibit its use for any military purpose, including nuclear weapons. Established in 1957, the IAEA is headquartered in Vienna, Austria, and operates in over 170 countries. The agency's mission is to accelerate and enlarge the contribution of atomic energy to peace, health, and prosperity throughout the world. The IAEA employs a diverse workforce of approximately 2,500 staff members from various countries, reflecting its commitment to international cooperation and collaboration in the field of nuclear science and technology.

Job Overview:
The Conference Clerk position is designed to assist the IAEA in the preparatory work and servicing of meetings and conferences held in Vienna. The role involves a variety of tasks that ensure the smooth running of these events. Conference Clerks will be responsible for setting up meeting rooms and exhibition areas, providing logistical support during meetings, and ensuring that all materials are properly managed before and after events. This position is ideal for individuals who are flexible, able to work under pressure, and possess strong organizational skills. The role requires a commitment to maintaining high standards of professionalism and respect in a multicultural environment, as the Conference Clerk will interact with various stakeholders, including IAEA staff, conference organizers, and delegates from member states.

Duties and Responsibilities:
The duties and responsibilities of the Conference Clerk include:

• Assisting in the set-up of meeting rooms and exhibition/poster sessions as per the instructions of the conference organizer to ensure timely starts and smooth operations.
• Providing logistical assistance during meetings, which includes setting up computers for presentations, photocopying materials, and assisting participants as needed.
• Clearing the venue after meetings, which involves managing documentation, panel boards, name plates, and other materials, ensuring proper storage or disposal/recycling.
• Performing additional meeting-related duties as assigned by the IAEA staff members.
• Working collaboratively with various stakeholders, including technical officers, interpreters, and service providers, to facilitate logistical arrangements for conferences.
• Demonstrating tact and sensitivity in a multicultural environment while dealing with customers at all levels.
• Managing multiple tasks and adapting to changing demands, including working beyond normal hours when necessary.
• Physically managing furniture and technical equipment as per conference organizers' instructions.

Required Qualifications:
To qualify for the Conference Clerk position, candidates must possess the following qualifications:

• Completed Secondary Education (High School Diploma).
• A good command of English is essential.
• Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, or Spanish) is considered an asset.
• Knowledge of German is highly desirable.
• Legal authorization to live and work in Austria is mandatory for applicants, as recruitment will be conducted on a local basis only.

Educational Background:
The educational background required for the Conference Clerk position includes a completed Secondary Education, which is equivalent to a High School Diploma. This foundational education is necessary to ensure that candidates have the basic skills and knowledge required to perform the duties associated with the role effectively.

Experience:
Candidates for the Conference Clerk position should have relevant experience in a similar role or environment, particularly in event management or conference support. While specific years of experience are not mandated, familiarity with logistical arrangements for meetings and the ability to work under pressure in a fast-paced environment are highly valued. Experience in a multicultural setting is also beneficial, as the role requires interaction with diverse groups of people.

Languages:
The mandatory language requirement for this position is a good command of English. Additionally, knowledge of other official IAEA languages such as Arabic, Chinese, French, Russian, or Spanish is considered advantageous. Proficiency in German is highly desirable, as it may facilitate communication in the local context.

Additional Notes:
The Conference Clerk position is a local recruitment opportunity, meaning that applicants must have the legal right to live and work in Austria. The role involves assignments on a weekly basis, averaging 5-7 weeks per year. Candidates should be aware that registration into the IAEA's applicant pipeline does not guarantee employment, and they must re-register every two years to maintain active status. The IAEA retains the discretion to modify job descriptions or appointment durations as necessary. Furthermore, applicants should understand that IAEA staff members are international civil servants and must adhere to the agency's ethical standards, which emphasize integrity, professionalism, and respect for diversity.