Project Associate(G6) – International Atomic Energy Agency (IAEA)

The Project Associate serves as focal point for the Project office, ensuring its smooth functioning, and provides project implementation support and executive assistance to the Project Executive and Project Manager as requested. A key role for the Project Associate is to assist the Project Management to maintain full compliance with IAEA Financial Rules. This includes monitoring and supporting the activities of other IAEA divisions and offices that contribute to the project; ensuring that financial planning and reporting and recruitment of external experts meet the Project requirements; Taleo administration responsibilities; and advising Project Management on the compatibility of proposed systems of work with the IAEA Administrative Manual.

Functions / Key Results Expected

• Project Administrator: Co-ordinates project activities with managers and staff at all levels in various project teams and business teams and prepares regular financial reports. Creates and maintains the project action log and tracks actions until closure. Serves as Secretary for the Project Board and participates in other meetings as requested by Project Management. Ensures proper organization of all aspects of meetings prepares documents, takes meeting minutes and tracks agreed actions. Ensures that Project records are maintained, stored and accessible.
• Analyses and recommends improvements to Project systems and procedures for more efficient and effective project implementation. Advises Project Management on Agency procedures and rules.
• Facilitates donor reporting. Gathers information on Project activities, prepares draft narrative and financial reports for each donor according to the contribution agreements.
• Project Finance Administrator: Obtains financial reports from other IAEA divisions and offices, checks their accuracy, including appropriate task assignments and PTAEO selection, and compiles for approval by Project Manager. Issues PTAEO codes for project expenditures, ensuring that expenditures are evenly distributed across project awards.
• AIPS Planning focal point. Drafts semi-annual assessments in AIPS Planning; collects, analyses and ensures the correct input of information on project outcomes, outputs, activities, performance indicators and results.
• Taleo Administrator: Oversees the process for and coordinates all Project expert recruitment, including travel, logistical support and coordination with MTBF and MTHR to ensure final closure of Purchase Orders.
• Procurement administrator. Initiates, tracks and ensures completeness and final closure of all Project procurements in AIPS, verifies all vendor payments against completed project deliverables and coordinates with procurement and finance as needed. Responsible for all Low Value Purchases for the Project.
• Provides executive assistance to the Project Executive and Project Manager Arranges official receptions given by the Project Executive.

Qualifications, Experience and Skills

• Knowledge of IAEA procedures and administrative guidelines.
• Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, adapt to constantly changing demands and multitask. Ability to identify and organize required resources, monitor own performance and manage an extremely heavy workload under pressure.
• Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a demanding office environment.
• Interpersonal skills: Ability to deal with staff at all levels and high-level representatives from the diplomatic community with tact, diplomacy, discretion and respect for confidentiality.
• Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures to be followed.
• Communication skills: Ability to communicate easily and well with both technical and non-technical staff at all levels and also with external counterparts. Ability to convey verbal information effectively and to draft routine correspondence and correct documents in accordance with established standards and requirements.
• Analytical skills: Demonstrated ability to apply good judgment in the context of the assignments given.
• Computer skills: Proficiency in MS Office 2010, and MS Access, strong familiarity with AIPS applications.
• Completed secondary education.
• Minimum of six years of general office support experience in an international environment.
• Excellent command of spoken and written English, with fluency in at least one other official IAEA language preferred.

Application deadline: 3 September 2015

Read more and apply here.