Safeguards Coordination Associate (Scheduling)

Organizational Context

The Department of Safeguards functions as the IAEA's global nuclear inspectorate, dedicated to preventing the proliferation of nuclear weapons. It plays a crucial role in developing and implementing safeguards to ensure that declared nuclear material is not diverted for peaceful purposes and that no undeclared nuclear activities exist within member states.

Job Purpose

The Safeguards Coordination Associate (Scheduling) is responsible for planning, scheduling, and following up on the Division's verification activities. This role involves managing the Divisional inspection schedule and related statistics, coordinating travel arrangements, and preparing travel-related documentation to support the programme and budget. The associate also analyzes field activities against the Annual Implementation Plan, highlights key issues for senior management, and prepares statistics on field activities and associated costs. Additionally, the role includes quality assurance of scheduling documents, maintaining relevant files, and providing support to other administrative staff within the Division.

Responsibilities

Coordinate the scheduling of inspections, technical activities, and travel to optimize the use of financial and human resources. Prepare and maintain the Divisional inspection schedule and associated statistics for both headquarters and regional offices. Draft travel-related documentation to support the Divisional programme and budget, including biennial budgets, interim financial plans, forecasts, and quarterly travel budgets, initiating procedures for budget updates and fund transfers. Analyze field activities in relation to the Annual Implementation Plan (AIP) to ensure effective implementation, identifying key issues for senior management and recommending follow-up actions. Prepare and review statistics on field/inspection activities and related costs at the Divisional level. Conduct regular quality assurance and review of key documents pertaining to travel and scheduling, including procedures, guidance, and management reports. Maintain documentation, reports, guidelines, and files related to scheduling, and prepare relevant correspondence, reports, and analyses. Provide coverage for other General Service staff within the Division as needed.

Work Experience

A minimum of six years of relevant work experience, preferably in an international setting, is required. Experience in planning, coordination, or information analysis within a customer-focused environment is considered an asset.

Skills

Planning and Organizing, Communication, Achieving Results, Analytical Thinking, Client Orientation, Knowledge Sharing and Learning, Discretion and Respect for Confidentiality, MS Office proficiency (Word, Excel, Outlook, PowerPoint), Data and Information Analysis and Reporting, Travel Management.

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