Job Description

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant's location.

Organizational Setting

The Department of Safeguards carries out the IAEA’s duties and responsibilities as the world’s nuclear inspectorate, supporting global efforts to stop the spread of nuclear weapons. The primary role of the Department is to develop and implement IAEA safeguards to ensure that there is no diversion of declared nuclear material from peaceful activities and no indications of undeclared nuclear material or activities in a State as a whole. 

The Department comprises nuclear safeguards inspectors, responsible for carrying out inspections and verifications of all-safeguards relevant information for nuclear facilities in over 180 States; and technical staff responsible for a wide range of activities including: developing concepts and approaches for implementing safeguards; developing and maintaining safeguards equipment; providing analytical and laboratory services for sample analysis; collecting, evaluating and analysing safeguards-relevant information; providing information and communication technology infrastructure and services; and providing programme coordination support. 

Operations Divisions, and the Office for Verification in Iran, perform and document safeguards verification activities and conduct analysis and evaluations aimed at providing assurances that States comply with their nuclear safeguards commitments. These teams implement a broad range of measures, including information analysis and in-field verification, to draw soundly based safeguards conclusions for States.

Main Purpose

Reporting to the Section Head and in close collaboration with the Senior Inspectors, the Safeguards Operations Assistant (TRO-J) supports processes related to the implementation of safeguards inspection activities. In addition, the Safeguards Operations Assistant (TRO-J) contributes to ensuring effective daily operations within the Tokyo Regional Office.

Functions / Key Results Expected

Support to inspection activities:
• Provide support for the organization of meetings related to field activities and follow-up actions, including taking minutes and tracking reporting timelines.
• Coordinate standard and routine correspondence with States in relation to evaluation and implementation activities, including the generation of notification letters and cover letters for Safeguards Statements to the State Authorities. 
• Collect seals from the central repository, distribute and record seals issued to inspectors prior to verification activities, follow-up as needed, and coordinate onwards distribution.
• Liaise with the Section Head, Senior Inspectors and relevant inspectors, Country Officers, and other stakeholders to ensure timely and effective responses. 
• Provide Japanese-English translation support for inspectors, including translating news articles and materials issued by facility operators and local authorities.
• Assist with travel preparations, including hotels, rental cars and visa processing; prepare travel authorizations and claims (e.g. compile, calculate and prepare cost estimates), review in accordance with departmental procedures; and maintain travel guidance for Japan on the Safeguards Portal.
• Provide support in drafting, editing, processing and publishing of SERs.

Support to Tokyo Regional Office operations:
• Provide support to staff on a range of administrative issues, including visa application processes, local accommodation and related agreements, banking, securing Ministry of Foreign Affairs cards, office access etc. 
• Act as Section Training Assistant, coordinating staff nominations and supporting logistical arrangements for local training, 
• Support with procurement activities, including processing low value purchases and account transactions, and providing reports.
• Support knowledge management activities, for example, by updating and maintaining databases and reporting systems, and ensuring system backups on the server. 
• Maintain and monitor the security system, and emergency response planning under the guidance of the Section Head and Security Officer. 
• Provide back-up for other General Service staff within the Section as required.

Competencies and Expertise

Core Competencies(Competency Framework)NameDefinition  CommunicationCommunicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.  Achieving ResultsTakes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.  TeamworkActively contributes to achieving team results. Supports team decisions.  Planning and OrganizingPlans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.

Functional CompetenciesNameDefinition  Analytical thinkingGathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.  Client orientationEstablishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.  ResilienceAble to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required ExpertiseFunctionNameExpertise Description   Administrative SupportCorrespondence and Written CommunicationExperience with drafting routine correspondence and correcting documents in accordance with established standards and requirements.   Administrative SupportDiscretion and Respect for ConfidentialityHigh degree of tact, diplomacy and discretion, and proven ability to maintain confidentiality.   Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Working experience with MS applications, for example, Word, Excel, PowerPoint, Visio, Project Manager.

Asset ExpertiseFunctionNameExpertise Description   Administrative SupportData and Information Analysis and ReportingUnderstanding and experience with document management systems and procedures.

Qualifications, Experience and Language skills

Completed secondary education.

Minimum of five years of relevant working experience, preferably in an international environment.

Experience with Japanese government rules and practices related to residence in Japan of foreign staff and their families.

Experience of dealing with confidential and sensitive information an asset.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Administrative skills test to IAEA standard may be part of the process. 

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at JPY 6470000 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at:  

General Information

The IAEA's paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person's race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.The IAEA is committed to gender equality and to promoting a diverse workforce.Recruitment will be on a LOCAL BASIS only.Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity.The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

Evaluation process

The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

Appointment is subject to a satisfactory medical report.Staff members may be assigned to any location.The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

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