Executive Assistant, Vienna, Austria

Organization: International Atomic Energy Agency (IAEA)

Country: Austria

City: Vienna, Austria

Office: IAEA Vienna, Austria

Grade: G-5

Closing date: Sunday, 27 September 2020

Executive Assistant(G5)

( 2020/0385 (010616) )

Organization: TCEU-Division for Europe

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2020-08-16, 10:00:00 PM

Contract Type : Fixed Term

Regular

Probation Period : 1 Year

Organizational Setting

The Department of Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEA’s technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme.

The Division for Europe is responsible for planning, programming, implementing and monitoring the IAEA’s technical cooperation programme in the Europe and Central Asia region, in line with the IAEA Statute, and the guiding principles and policies on technical cooperation, and operational guidelines. The Division responds to developmental priorities in Member States through effective programme management, increased Member State engagement, partnership building and improved coordination in the region.

Main Purpose

The Executive Assistant manages the office support in the Division, ensuring its smooth functioning, and provides executive assistance to the Director.

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 Director’s attention, attaching information as needed and maintaining a follow-up system.

Compile the Division’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 Division’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 Director’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 Assistant. Prepare quarterly travel plans.

Administrative activities

Maintain the Time, Attendance and Leave Management System (TAMS) for the Division and manage overall administration of the Director’s office (procurement, supplies, equipment, and furniture requests).

Maintain, update and monitor some of the Division’s costs, such as printing, translation and publications requests.

Administer the office space arrangements of the Division and maintain awareness of secure areas.

Provide guidance, instruction, and support to other General Service staff throughout the Division/Office, and coordinate such assignments as office coverage.

Provide required support and/or backup to staff in executive offices.

Provide backup to the Administrative Assistant.

Competencies and Expertise

Core Competencies

NameDefinition

Communication

Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions.

Achieving Results

Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned.

Teamwork

Actively contributes to achieving team results. Supports team decisions.

Planning and Organizing

Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans.

Functional Competencies

NameDefinition

Analytical thinking

Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.

Client orientation

Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

Resilience

Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required Expertise

FunctionNameExpertise Description

Administrative Support

Correspondence and Written Communication

Ability to draft routine correspondence and correct documents in accordance with established standards and requirements

Administrative Support

Discretion and Respect for Confidentiality

Ability to act with tact, diplomacy, discretion and respect for confidentiality

Administrative Support

Guidance and Training

Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures

Administrative Support

MS Office (Word, Excel, Outlook, PowerPoint)

Proficiency in MS Office and the ability to use databases

Qualifications, Experience and Language skills

High School Diploma -

Minimum of five years of general office support experience, some of which in an international environment.

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

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 47422 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks‘ annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

Tags administrative assistant central asia civil servants latin america logistics programme management records management technical cooperation translation

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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, Professionalism and Respect for diversity. 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.