Vacancy Notice No. 2012/213
Position and Grade: Executive Assistant (G-5)
Organizational Unit: Director General’s Office for Policy
Duty Station: Vienna, Austria
Issue Date: 13 April 2012
Application Deadline: 12 May 2012
Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes: 2.A.12.a
The post is located in the Director General’s Office for Policy (DGOP). DGOP was established to provide leadership and coordination of policy for all IAEA activities at the executive level for meeting Member State needs, and achieving the one-house culture and the results based management approach. Assignments may be complex and priorities are managed with a high level of independence. Inputs may be received from the Special Assistants or Professional staff of the Office. The environment often demands a willingness to work long or unusual hours.
The Executive Assistant manages the office support in the Office, ensuring its smooth functioning, and provides executive assistance to the Special Assistants to the Director General or Professional staff of the Office.
The Executive Assistant obtains, provides or clarifies information, and relays information between the Special Assistants and staff at all levels throughout the organization, but particularly with the Offices of Directors. The information exchanged relates to coordinating meetings, gathering information and documents and reminding officers of deadlines. She/he may exchange information with officials outside the IAEA, particularly with representatives to the IAEA and with counterpart organizations within the Member States. The Executive Assistant provides guidance and explanation of office procedures and working methods to other support staff in the Office.
Functions / Key Results Expected
Correspondence and Records Management:
Receive, review and screen all incoming correspondence and documents, perform preliminary checks for accuracy and completeness, and ensure that correspondence is routed to the appropriate officer or area for action and/or information, retaining items which require the Special Assistant’s attention, attaching information as needed and maintaining a follow-up system.
Compile the Office’s responses and reports according to corporate communication guidelines and ensure adherence to deadlines, draft standard and non-routine correspondence, prepare meeting minutes and type reports and documents as required.
Ensure the Office’s records of all media are maintained, stored and accessible according to corporate standards. As the Records Office Coordinator (ROC), assign and coordinate Records Office responsibilities, identify and recommend to ARMS (Archives and Records Management Section) process improvements relating to correspondence and records management, liaise with ARMS staff on records management issues, provide information to colleagues on records management standards and practices, facilitate electronic and paper file transfers and retrievals, and monitor records management exit procedures.
Identify and recommend related process improvements, utilizing central services and technology.
Meetings and logistics:
Coordinate activities and travel - provide logistical support for the Special Assistant’s activities, such as making travel arrangements, scheduling appointments and meetings and assembling background material required for the above activities.
Review travel requests for accuracy and forwarding to the Administrative Officer. Prepare quarterly travel plans.
Administrative and secretarial activities:
Manage overall administration of the Special Assistant’s office (procurement, supplies, equipment, and furniture requests).
Maintain, update and monitor some of the Office’s costs, such as printing, translation and publications requests.
Administer the office space arrangements of the Office and maintain awareness of secure areas.
Provide guidance, instruction, and support to other General Service staff throughout the Office, and coordinate such assignments as office coverage.
Provide required support and/or backup to staff in executive offices.
Knowledge, Skills and Abilities
Knowledge of procedures and administrative guidelines in an international organization.
Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, adapt to constantly changing demands and multitask. Ability to manage a heavy workload under time pressure.
Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
Interpersonal skills: Ability to act with tact, diplomacy, discretion and respect for confidentiality. Ability to work effectively as a team member in a multicultural environment and to establish and maintain a range of contacts and deal appropriately with counterparts.