Office Assistant (Satellite Imagery Procurement)

Organizational Context

The Department of Safeguards is the IAEA's global nuclear inspectorate, dedicated to preventing the spread of nuclear weapons. It ensures that declared nuclear material is not diverted for peaceful purposes and that no undeclared nuclear activities exist. The Division of Information Management supports this mission by processing and analyzing safeguards-relevant information, including satellite imagery.

Job Purpose

The Office Assistant (Satellite Imagery Procurement) plays a crucial administrative role within the Department of Safeguards, supporting the procurement of essential geospatial datasets, primarily commercial satellite imagery. Working collaboratively with analysts and the Safeguards Information Assistant, this role ensures that imagery is acquired efficiently and in compliance with established procedures. The position involves initiating, tracking, receiving, and recording procurement activities, maintaining accurate records for budgetary purposes, and contributing to the overall effectiveness of the satellite imagery acquisition process.

Responsibilities

The Office Assistant will collate imagery requests and conduct supplier inquiries in consultation with technical experts to identify suitable data. Responsibilities include preparing and transmitting orders, liaising with vendors to ensure correct procurement, and performing basic visual data quality checks. The role involves tracking and logging all routine geospatial products and datasets in the central repository, and managing administrative tasks for geospatial data supply, such as ordering, invoicing, and recording. Ensuring compliance with operational requirements for all procurement processes is key. The position also contributes to maintaining geospatial and imagery databases, acts as an alternate focal point for commercial remote sensing imagery acquisition, and supports digitization efforts. Maintaining discretion and confidentiality of information is paramount.

Work Experience

A minimum of four years of relevant administrative or general office support experience is required. Experience in purchasing goods or services, accounting, or finance is considered an asset. Familiarity with databases for Local Area Network operation is also beneficial.

Skills

Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with databases (e.g., Excel, Access, JIRA). Basic understanding of geospatial data. Strong administrative and communication skills, with an emphasis on discretion and respect for confidentiality. Client orientation and analytical thinking are desirable.

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