Publications Coordination Assistant

Job Posting Organization:
The International Atomic Energy Agency (IAEA) was established in 1957 and is headquartered in Vienna, Austria. The IAEA is an international organization that works to promote the peaceful use of nuclear energy and to prevent the proliferation of nuclear weapons. The agency has a mission to foster the exchange of scientific and technical information among its member states and to support the development of nuclear science and technology for peaceful purposes. The IAEA employs a diverse workforce of approximately 2,500 staff members from over 100 countries, and it operates in more than 170 countries worldwide, providing services and expertise in various areas of nuclear science and technology.

Job Overview:
The Publications Coordination Assistant plays a crucial role in the efficient operation of the Publishing Section within the IAEA. This position involves a variety of tasks aimed at supporting the flow of information and the smooth processing of manuscripts from the initial submission stage through to production. The assistant will be responsible for recording, monitoring, and tracking publishing submissions, ensuring that data is accurately maintained in the Publications Database/Electron. This role requires collaboration with editors, document management assistants, publishing associates, and technical officers to ensure that all submissions are processed efficiently. The assistant will also handle inquiries from agency clients regarding the publishing process, making this position integral to the overall functioning of the IAEA's publishing efforts. The role is part-time, with a 50% work schedule, and the remuneration and benefits will be adjusted accordingly. The assistant will also be involved in administrative tasks as requested by the Section Head, contributing to the overall success of the team.

Duties and Responsibilities:
The Publications Coordination Assistant will have a range of responsibilities, including but not limited to: registering Advanced Publishing Advice (APA) and Publications Committee (PC) submissions; responding to simple queries from agency clients regarding the publishing process; receiving and transferring information about the status of manuscripts; checking for completeness and accuracy of submissions; inputting and maintaining data in the Publications Database/Electron; supporting the outsourcing of manuscripts for formatting services; tracking and following up on requests regarding the status of manuscripts; ensuring data accuracy for month-end reporting; maintaining InSite publishing pages; running ithenticate reports as necessary; and supporting other administrative tasks as requested by the Section Head. This role requires a keen attention to detail and the ability to manage multiple tasks effectively.

Required Qualifications:
Candidates must have completed secondary education and possess a minimum of four years of general office support experience, with some experience in an international environment being preferred. The role requires a focus on quality, with an emphasis on accuracy and attention to detail. Proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint) is essential, along with familiarity with the Publishing Database and Electron being desirable. Knowledge of the IAEA publishing process, particularly the workflow and related tasks, is also required. Excellent oral and written command of English is mandatory, and knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, and Spanish) is considered an asset.

Educational Background:
The position requires candidates to have completed secondary education. This foundational educational background is essential for understanding the administrative and operational tasks associated with the role. Further qualifications or certifications in administrative support or publishing may enhance a candidate's profile but are not explicitly required.

Experience:
The ideal candidate should have a minimum of four years of general office support experience. This experience should ideally include work in an international environment, which would provide the candidate with a broader understanding of the diverse cultural and operational contexts in which the IAEA operates. Experience in publishing or document management would be particularly beneficial, as it aligns closely with the responsibilities of the Publications Coordination Assistant.

Languages:
A strong command of English is mandatory for this position, as it is the primary language of communication within the IAEA. Knowledge of other official IAEA languages, including Arabic, Chinese, French, Russian, and Spanish, is considered an asset and may enhance a candidate's suitability for the role, particularly in a multilingual work environment.

Additional Notes:
This position is offered on a part-time basis, with a 50% work schedule. The corresponding remuneration and benefits will be calculated accordingly. The IAEA provides an attractive remuneration package, including a tax-free annual net base salary starting at EUR 51,384 for a full-time position, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to six weeks of annual vacation, a pension plan, and health insurance. The IAEA is committed to gender equality and diversity in its workforce and recruits on a local basis only. Applicants should be aware that IAEA staff members are international civil servants and must adhere to the highest ethical standards in their work.