 Hello, my name is Miklas Gaspar and I'm the head of digital communication at the IAA. We are live from Vienna, our headquarters, and this is the ninth session in a series of lives where we discuss what it is like to work at the IAA and explain how the recruitment process works. We'll also answer some of the questions that candidates like you have asked us throughout the process. If you have questions that you would like answered, please drop them in the comment box and we try to get to it at the end of the session. Today we'll be discussing how to prepare for an interview at the IAA. We go through our interview methods, type of questions you might expect, and most importantly suggestions for how you can do well. So let me introduce our panel today. They've seen many candidates fail and succeed at interviews. They have lots of experience both good and bad on what people have done and they will tell us all about this. So first we have Jack from the Philippines who is a recruitment officer at the IAA. She's involved in about 100 recruitments per year, which means she gets to see 500 interviews, so lots of good and bad examples for her to share with us. And then Francesca from Italy who is in charge of administrative matters at one of her departments. She's also overseeing all the recruitment processes in that department. So to start, Jackie, tell us how we conduct interviews at the IAA. We have two types of interviews at the IAEA. We have both synchronous and asynchronous video interviews. For asynchronous video interviews, it means that the candidate and the panel are not online at the same time. So we would send an email with a link to the candidates wherein they can open the link and then they have about two minutes to read the question and then three minutes to record an answer. So you can expect about five questions for each interview and they have seven to ten days to record their answer. This asynchronous video interviews are not mandatory parts of the process. What is mandatory are panel interviews wherein both the candidate and the panel are online at the same time. Thank you. So Francesca, how many people do we typically invite for these types of interviews and how are the interviews structured? Thank you, Miklos. Interviews are currently only virtual. So our candidates have the opportunity a few days before the interview to check their connectivity with our IT colleagues. The connectivity is also checked just before the interviews to avoid any additional stress on the candidates. Interviews usually last about 45, 60 minutes. We have between six, seven questions, between six and eight questions. Of course, the duration depends on the number of questions, but also on how the answers are articulated by our candidates. We have a panel composed by several members, usually four or five members. The hiring manager, which is usually the supervisor on this position. We have a representative from the Human Resources Division and then two or three members that are knowledgeable on the competencies and expertise that are required for this kind of position. Usually we also try to be balanced in our composition of the panel, so on gender, but also on geographical distribution. And how many people do we typically invite for these interviews? Usually we invite between four and six candidates per interview. Okay. Jack, and what about the asynchronous one? There we have a lot more people that's earlier in the process, right? Yes. For asynchronous, usually it's about maybe 12 to 20, depending on the number of applications we receive and also the number of posts we are trying to fill. Also for those of you who didn't watch us last time, the interviews tend to be like the last step, the in-person interviews tend to be sort of the last step in a longish process. So those would then be the four to six finalists, right? Yes. Four, six for the panel interview. So, Jack, let's run through what kind of questions people ask. How does this interview that Francesco talked about? Okay. Okay. So we ask a mix of questions from background to situational, technical, and competency-based questions during the interview to test the candidates fit to the job at hand. We would advise you to prepare examples both in the positive and negative because we would be able to ask questions such as tell us about the time when you work with a successful team, also the adverse wherein tell us about the time where you were not able to meet the project deadline. So that would be a good mix of questions that we ask during interviews. Thank you. You mentioned the word competency. For those of our listeners who don't know what that is, could you just quickly summarize that? Okay. We have four competencies at the IAEA. We have communication, achieving results, planning and organizing and teamwork. So for all the jobs at the agency, these are all essential. And the level, maybe I can talk a little bit more later about the indicators for each competency because it differs based on the job that you are applying to, based on the level of the position that you are applying to. Yeah, just please talk about that. This is very interesting. So for example, you are applying to an associate level role. The competency of teamwork is assessed differently. Associate level would be like junior professionals, P1, P2 level. So competency of teamwork, when you are asked to give an example of teamwork would be about a time when you were able to support team decisions. So versus if you're applying to a unit head role with a managerial responsibility, then your example needs to be to the level of that role. For example, you're able to build effective teams and you're able to collaborate with teams outside your own. So everyone is able to give examples during interviews, but you have to make sure that it is to the level required to the position you're applying to. Right, so just perhaps to add, Jack mentioned examples several times. So the point of competency-based interviews or the underlying philosophy is that your past experience, your past is the best guarantor or predictor, really, or future success. So that's why, right? When we ask you questions, we are looking for answers that show through concrete examples what you've done in similar situations and your experience. So with all that, Francesca, how should we prepare for interviews? So my advice on how to prepare for interviews would be, first of all, read carefully the vacancy notice and try to get familiar with the function, the expertise and the competencies that are required in the vacancy notice. And try to be prepared to give example, as Jack was saying before, on the specific competencies and functions that are requested in the vacancy notice when you apply. So get familiar with the content of the vacancy notice, but also get familiar with the agency. In our website, you can find a lot of information about our mandate, about our activities, our departments. So try to be prepared on the organization where you are applying for. Then, of course, I think it's also very important to prepare the environment where you will have this interview. As we were saying, they are virtual. So try to have a quiet room dedicated for this interview. Be sure that you will not be interrupted during the time of the interview so that that will not be stressful for the candidate. Also, prepare maybe a pen and a paper. It could be useful to take notes during the interview. And who knows, maybe a glass of water. That can also help to reduce your stress. Thank you. Yeah, glass of water, but perhaps not glass of wine. That stress would be too much reduced. So the questions, the examples that Jack gave so far, were like, okay, about teamwork. So are the questions all sort of soft-skill questions? Or do you also need to be prepared to answer technical questions at the interview? Either of you, yeah. Yes, it's a mix. We also ask technical questions during the interviews. So you have to be prepared to provide examples based on competencies. There may also be situational examples. And also, as I said, technical questions are also part of the interview process. Thank you. Francesca, back to you. So what qualities are the most important to demonstrate during these interviews? The quality. I think it's very important to show some personal skills also, not only the technical skills. So try to demonstrate your communication skills, your capacity to adapt and work in an international multicultural environment, which is very important for our agency. Try also to show that you are result-oriented, problem-solving person, or at least this approach. A positive, constructive approach is also important. As a personal skills to work in an international organization. And yes, I think it's also important, as you, Jack, were saying before, be part of a team. So show that you are a team player, you are cooperative and constructive in the team. I think these are very important personal skills. Thank you for that. So the last question I've prepared for you before we go to the questions from audience. Jack, how do we evaluate candidates? Is there a scoring sheet, or how does that work? All right, thank you, Miklos. So the evaluation of the candidates are always on how they fit the vacancy notice. And I've mentioned a while ago that the level of your examples need to fit the level of the position you are applying to. We have a competency framework that is actually a public document. So it's published on our website. So I highly encourage you to review that competency framework when you are invited for an interview so that you can prepare examples from your past experience that align to the position that you're applying to. So there's no star system or scoring, but it's usually how they fit the competency framework. Thank you. Okay, so questions from audience. Francesca, are there any trainings that we offer that people can use to practice for the interviews? We have some webinars that are available in our website. Maybe our colleagues can share this in the chat in this live video. I think, for example, the competition-based interview webinar could be very useful. You will find a lot of information, some examples, and also how to practice and prepare before the interview. So I would advise to follow these webinars. Thank you for that. Jack, so what's the criteria for choosing finalists, I guess, both at the interview, well, at the interview, and then how many finalists are chosen, how many people pass the interview, so to speak? Okay, it really depends, but we always aim to at least recommend two candidates for each vacancy notice. If there's one position, we at least aim to recommend two candidates. But if we are recruiting for more positions, then we try to recommend more. And then the director general is the final appointing authority, and he decides who would be the appointed candidate. But from, I would say, an average is, if we do an asynchronous video interview, we have about 12 candidates there, and then we try to get the best, maybe five, four to six, to end up in the panel interview. So it doesn't necessarily mean that if you meet the minimum requirements of the job, you already get shortlisted, because you also compete against the pool of candidates. So after we do the final interview, then we aim to at least to have at least two really, really good candidates from that pool. Thank you. So very important, something that Jack said that I'd like to come back to is we've got lots of excellent candidates. So if you don't make it, don't be disappointed. It's not because you're not good. It's because it's extremely competitive. We've had one of our, at one of our previous episodes, somebody who actually didn't get the job, but she didn't get discouraged. She kept applying, and now she works here. So don't get discouraged, particularly if you made it through to the interview. That means you're a really good candidate. Okay, next question. Jack, how many applications per job opening do we usually get? That also depends on sometimes how niche that pool is, and how technical the pool is. There are some jobs with more, maybe transferable skills where we get a lot more. Like for example, I think, because I'm the recruitment officer for Francesca's department, then we get maybe 400 to 600 applicants for one position. But for the more maybe technical niche jobs, we may get 50. So it's really a wide range. So I would really encourage candidates when you prepare your application to make sure that you really try to tailor it to the job you're applying to. So it's easier for the recruiting group to assess if you're a good fit. And it's easier to point out how you meet the requirements of the role and how you have the past skills to support your application. Thank you. Francesca, what are some things one should avoid during interviews? I would recommend to remain polite with the panel members, to remain focused, try to, if you don't feel comfortable with the answer or the question that you are receiving, try to follow the logic, try to avoid frozen moment. In case you feel that you are uncomfortable, you can always ask the panel members to take a break. Few seconds and panel members are used to that so they can eventually understand. Thank you. Jack, back to you. My application shows we are currently reviewing all applications. Will there be any feedback on the outcome of the review process? And if so, when? So currently, as per administrative manual of the IAEA, we're able to give feedback at the end of the process. So we are not able at the moment to give you a step-by-step update. If, for example, you didn't go back, you didn't reach the shortlisting stage, the next update would be when a position has been filled, probably, if you didn't get shortlisted. So you will probably get an email informing you that the position has already been filled. So perhaps what that means in practical terms is if you've not heard for a while, then either we are very slow, which unfortunately sometimes happens, or you've just not been shortlisted but our rules don't allow us to tell you that until the position is finally filled, right? Okay, Francesca, I think you've worked here for about two years? Yes. Okay, so you'll still remember, so this question is for you. Could you tell us about your personal experience when you were being recruited? I think it was a very positive experience. I really had the impression to have a conversation with people I never met before, but they were very interested to know me and to understand my past experience, my background. So even though I was very stressed at the beginning, I really appreciated how the panel members were able to make me feel comfortable and I really had a very positive experience. I think also, time-wise, it was quite reasonable. And of course, I don't know how many candidates applied to my position. I was not allowed to know that, but it was quite a reasonable time, in six, between six and nine months, I think that was completely solved. Jack, what about your interview? Okay, I remember applying in July and then be invited for an asynchronous video interview by August. And then I had my panel interview. There were four panel members plus an observer around October and I got an offer by December. So I think mine was fast, maybe because I'm in recruitment, so yeah, but it was quite good. Good, thank you. So what I remember from mine is I think I managed to sort of connect with the panel members. So yes, I gave the answers, but also I tried to get a feeling from the way they asked the questions, what are things they may actually care a lot about and I tried to resonate with that. Now, whether I was successful or not in that, I don't know, but I did get the job. It is important, and Francesca mentioned this, for you to also study a bit the IEA, the part of the IEA you're applying for, so that it's not because we expect you to have a lot of knowledge, but you should have some knowledge that really also shows your interest and natural curiosity that you may have. Okay, next question. So Jack, this is for you. What if somebody has been on maternity leave and therefore lacks a few years of professional experience? How does the IEA deal with that? So for each vacancy notice, the minimum requirement is set, minimum relevant years of working experience is set, so you really have to meet the minimum requirements for you to be able to be considered for the role. Unfortunately, if you're on maternity leave, I would say then we don't count that part of your experience, but we have different levels here at the IEA anyway, so you have to just check. For example, for a P2, you only need two years of relevant work experience. For a P3, you need five years and it goes higher, so you just need to check where you fit in the minimum requirements for each of the level you're applying to. So if you've been on maternity leave for a number of years, how should you, when you post your CV, should you just say those few years you were on maternity leave, or what's our advice on that? Yes, it would be good to show the reasons why there are gaps. We don't take it against you if you were on maternity leave for that period, so don't worry. We just, it's, I guess, more transparent if we know that okay, this was because of a maternity leave and this particular period was because you had to take care of a sick relative or something. So it's better to explain it there and when you send an application, there's a confirmation button that everything that you put in there is really the truth and you weren't meddling with the dates and the position, so you have to make sure that you can back up what you put in your application. Thank you. Francesca, somebody's asking, if you have a viable and great career at another UN agency, would this be considered a plus, at least to get shortlisted? I think this depends on the vacancy where you apply. Some position, of course, if you have a new one, experience that can be considered as an asset, but it's not like a role, it's not a policy that you have to have this experience. It really depends on the vacancy. If it is, it will be mentioned in the vacancy notice. Thank you. Last question, Jack. A couple of people are asking about these terms, P3. What's a G and what's a P and what are these different levels? Could you explain that? All right, sure. So at the IAEA, we have different types of positions, I would say. We have general service positions, which are usually the G level positions, that's what we call it. These are locally recruited positions. Whereas we have, when we say P, or professional level positions, these are the positions we recruit internationally. So for the P level positions, P1 and P2 are the more junior entry level positions. So these are usually the requirements include bachelors plus two years of relevant working experience. Once you go higher, then the level of technical expertise required for the role goes higher. So for a P3, the requirement is a bachelors plus five years of relevant work experience. For a P4, it's seven years. And usually we require a master's from that point going up. So that's the main differentiation of the G and the P in the UN system. And how high do these numbers go for both G and P? For G, we have until six published. It goes to seven sometimes. And then for P, we have P1 to P5. And then from there, it goes to director level D1, D2. Great, thank you very much. So we've answered many of the questions, not all of them. And that's because some of the questions you asked were not relevant to this topic, but were covered in a previous session. So please consider watching some of our previous sessions. We've actually had one on internships. Many of you asked us about internships. So thank you for joining us now and spending 25 minutes with us. We'll be back next month to talk about our recruitment drive for safeguards. So safeguards, those are the people who deal with nuclear verification at the IA. And we'll talk more about that. If you want us to talk about other subjects, consider filling in our survey. There is a survey monkey link in the comment section. And also, if you've not yet done that, subscribe to our newsletter to get the latest recruitment openings and check out our other advice and previous sessions on IA.org slash employment. Thank you very much and see you next month.