Visa and Customs Assistant – IAEA

The International Atomic Energy Agency (IAEA) is looking for a Visa and Customs Assistant

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. Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, 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 that all Board documents are translated and distributed on a timely basis to Member States.

The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.

The Transport and General Support Section is responsible for the handling of shipment/removals and storage of household goods and IAEA official vehicles. It also prepares and processes petrol tax refunds for official vehicles and diplomats, issues and renews Austrian residency permits (‘legitimation’ cards) for eligible staff members, experts, fellows, consultants, and interns.

Main Purpose

Under the direction of the Section Head and the general supervision of the Unit Supervisor and as well as being part of a team, the Visa and Customs Assistant is responsible for the issuance and renewals of Austrian legitimation cards for eligible staff members, experts, fellows, consultants, interns. He/she assists in obtaining duty travel and Austrian visas and in matters involving customs entitlements, ensuring consistently high level of customer service throughout.

Functions / Key Results Expected

• Austrian identity cards:
  • Register eligible staff members and their dependents with the Ministry for European and International Affairs of Austria; oversee distribution to staff members when identity cards arrive from the Ministry; prepare and send reminders to staff members of expiring identity cards; request renewal from the Ministry and inform them of the separation of staff members; maintain related files.
• United Nations documents:
  • Request issuance of new United Nations laissez-passers and UN Certificates from United Nations Office in Vienna and arrange issuance of IAEA Certificates by the IAEA; remind staff members of expiration dates and request renewals of the above mentioned documents; maintain related files.
• Duty travel and Austrian visas:
  • Arrange visa issuance (where applicable) through the Ministry for European and International Affairs of Austria for future staff and their dependents, consultants, interns, meeting participants, experts and household help. Arrange duty travel visas in accordance with duty travel requests.
• Austrian residence permits:
  • Assist and advise staff members upon retirement with the relevant procedures in obtaining a residence permit for Austria.
• IAEA Official cars and for staff with diplomatic status:
  • Register and de-register of vehicles including controlling and monitoring of diplomatic license plates
  • Prepare and process petrol tax refunds for official vehicles and for staff with diplomatic status.
  • Prepare customs declarations for official car purchases
• Advise staff on the purchase of vehicles including customs clearance procedures, local traffic and driving license regulations.

Organizational Unit: Visa and Customs Unit, Transport and General Support Section, Division of General Services, Department of Management

Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year

Duty Station: Vienna, Austria

Application deadline: 4 December 2014

Read more and apply here.