Safeguards Coordination Assistant (Records Management)

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 ensure that nuclear materials are used safely and securely, and it operates in over 180 countries. 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 safety and security" style="border-bottom: 1px dotted #007bff !important;">security.

Job Overview:
The Safeguards Coordination Assistant (Records Management) plays a crucial role in supporting the IAEA's mission by managing complex technical documentation necessary for safeguards verification activities. This position involves registering and recording documents, filing and distributing information, and preparing reports. The assistant will provide guidance on the proper use and application of safeguards documentation procedures, ensuring that all documentation is traceable, available, and up-to-date. The role requires a proactive approach to managing confidential documents and tracking anomalies during inspection activities, contributing to the overall effectiveness of the safeguards verification process.

Duties and Responsibilities:
The Safeguards Coordination Assistant will be responsible for a variety of tasks, including: registering paper-based and electronic Divisional documents and distributing them to relevant officers; ensuring that all documents and working papers are traceable and current; handling confidential documents according to security protocols; recording and tracking anomalies declared during inspections; preparing monthly anomaly status reports; filing and distributing Design Information Questionnaires (DIQs) and maintaining an up-to-date status table; reviewing and reporting on quality performance using existing records; issuing regular reports related to Inspection Documentation Packages (IDP) tracking status; collecting and compiling data to support quality improvements; and providing backup support to other staff as needed.

Required Qualifications:
Candidates must have completed secondary education and possess a minimum of five years of relevant working experience, with some experience in an international environment. Proficiency in database management and data retrieval applications is desirable. The ability to draft routine correspondence and manage sensitive documents is essential, along with a high level of discretion and respect for confidentiality. Candidates should also be proficient in MS Office applications, including Word, Excel, Outlook, and PowerPoint.

Educational Background:
The position requires a completed secondary education. Additional qualifications or certifications related to administrative support, data management, or document management may be beneficial but are not explicitly required.

Experience:
Candidates should have a minimum of five years of relevant working experience. Experience in an international environment is preferred, particularly in roles involving database management, data retrieval applications, and document management. The ability to work effectively in a team and manage multiple tasks simultaneously is essential for success in this role.

Languages:
A strong command of English, both oral and written, is mandatory. Knowledge of other official IAEA languages, such as Arabic, Chinese, French, Russian, and Spanish, is considered an asset and may enhance a candidate's application.

Additional Notes:
The IAEA offers an attractive remuneration package, including a tax-free annual net base salary starting at EUR 57,876, 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 recruitment process is conducted on a local basis only, and applicants should be aware that IAEA staff members are international civil servants. The IAEA is committed to gender equality and diversity in its workforce and has a zero-tolerance policy for conduct incompatible with the aims of the United Nations.