Publications Coordination Assistant

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. 

One of the main functions assigned to the IAEA by its Statute is to foster the exchange of scientific and technical information and the dissemination of knowledge in the nuclear field among Member States. 

To facilitate the effective exchange and dissemination of information relevant to the IAEA's work and mandate, the Division of Conference and Document Services (MTCD) coordinates and supports the implementation of these activities for its users and clients, both internal and external, by organizing meetings and conferences, issuing documents in Arabic, Chinese, English, French, Russian and Spanish, and editing, printing and distributing publications. 

The IAEA has an extensive publishing programme, implemented by its Publishing Section, which produces a wide range of publications on nuclear related issues in both print and electronic formats. Inputs in the form of manuscripts of scientific/technical publications and electronic publishing requests from all parts of the house are handled by the Publishing Section.
 

Reporting to the Section Head, the Publications Coordination Assistant contributes to the efficient operation of the Publishing Section through recording, monitoring, tracking of publishing submissions and inputting of data to support the flow of information and smooth processing of manuscripts from APA through to production. Working with Editors, Documents Management Assistants, Publishing Associates and Technical Officers, the Publications Coordination Assistant ensures the data for Advanced Publishing Advice (APA) and Publications Committee (PC) submissions, and the status of manuscripts throughout the process, are recorded and maintained in the Publications Database/Electron and the manuscripts uploaded to the correct folders.

Registers APAs and PC submissions and responds to simple queries from Agency clients regarding the publishing process.
Receives and transfers information regarding the status of manuscripts, checking for completeness and accuracy, by inputting and maintaining data in the Publication’s Database/Electron from APA through to production. 
Support the outsourcing of manuscripts for formatting services through file transfer/record keeping/ and clear communication with stakeholders
Track, follow up and provide basic information on requests regarding the status of manuscripts from Technical Officers, PC members and Editors. 
Ensures the accuracy of data in preparation for month end reporting. 
Supports the accuracy and maintenance of InSite publishing pages. 
Runs ithenticate reports as necessary. 
Supports with other administrative tasks as requested by the Section Head. 
 

• Completed secondary education.

• Minimum of four years of general office support experience some of which in an international environment. 

• Focus on quality: Accuracy and ability to pay attention to detail. 

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

• Administrative skills testing (to IAEA standard) might be part of the selection process.

This position is advertised on a part-time basis (50% work schedule) and corresponding remuneration and benefits will be calculated accordingly.

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 51384 (full-time position) (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance. This position is on a part-time basis (50% work schedule) and salaries, allowances and other entitlements are reduced accordingly. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff 

 

• 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 [link removed], Professionalism [link removed] and Respect for diversity [link removed].
• 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.

• 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 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.