Team Assistant, Seibersdorf, Austria
Organization: International Atomic Energy Agency (IAEA)
Field location: Seibersdorf, Austria
Office: IAEA in Seibersdorf
Closing date: Friday, 9 October 2020
( 2020/0422 (006169) )
Organization: MTGS-Seibersdorf Laboratories Services Section
Primary Location: Austria-Lower Austria-Seibersdorf-IAEA Laboratories in Seibersdorf
Job Posting: 2020-09-11, 12:13:18 PM
Contract Type : Fixed Term
Probation Period : 1 Year
The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS).
Among the five Sections, the Seibersdorf Laboratories Services Section (SLSS) provides site operation technical and administrative services to the work of the IAEA’s laboratories. SLSS services include facilities, technical, engineering, property and transport management, and site security through its management of the Seibersdorf Protective Force (SPF). The Section has a diverse complement of 35 staff, including technicians, drivers, procurement assistants and IT support. The armed SPF provides around-the-clock security for the site.
Reporting to a Section/Unit Head/Supervisor and providing support to a group of Professionals, the Team Assistant contributes to the efficient operation of the office by providing assistance and advice on the administrative practices and procedures.
Functions / Key Results Expected
Correspondence and Records Management
Draft standard correspondence according to corporate communication guidelines. Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures. On the basis of general instructions, search office files and records and select information for use by the supervisor(s) in preparing correspondence, reports, project or programme plans.
Prepare graphs, charts and other visual aids for use by the supervisor(s) or experts in seminars, meetings, workshops and presentations. May prepare and format documents for Internet publication.
Responsible for the work unit’s Records Office in terms of: maintaining file lists, finding aids, paper and electronic files according to corporate standards, liaising with ARMS (Archives and Records Management Section) staff on records management issues, providing information to colleagues on records management standards and practices, facilitating paper file transfers and retrievals, and ensuring the proper handling of records of separating staff members.
Meetings and logistics
Make arrangements for internal/external meetings, seminars and other events. This may require such activities as the implementation of logistics, preparation of invitation letters and the typing, compilation and distribution of working documents and other material. Take and prepare minutes and/or notes of internal meetings.
Make travel and hotel arrangements, prepare travel authorizations/claims for the supervisor(s) and/or participants and compile, calculate and prepare cost estimates.
Input, retrieve and assemble information into/from databases using commercial or IAEA specific software applications.
May calculate and prepare standard limited components of the programme and budget (e.g. printing requirements, consultancies) and the financial plan for the Unit/Section and may keep track of the financial budget/expenditure of the Unit/Section.
Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans.
On behalf of the supervisor, may distribute work among the other support staff of the Section, explaining work methods, assisting with routine problems and checking work in progress to ensure compliance with administrative rules and regulations.
Provide required support and/or backup to staff in executive offices.
Competencies and Expertise
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.
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.
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.
Actively contributes to achieving team results. Supports team decisions.
Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
Knowledge sharing and learning
Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.
Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.
Correspondence and Written Communication
Ability to draft routine correspondence and correct documents in accordance with established standards and requirements
Guidance and Training
Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures
MS Office (Word, Excel, Outlook, PowerPoint)
Proficiency in MS Office and the ability to use databases
Qualifications, Experience and Language skills
Completed secondary education.
Minimum of four years of general office support experience, some of which in an international environment.
Tags civil servants facilities management knowledge sharing logistics mailing lists procurement procurement assistant records management typing
Good oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
English language test (Level 2) to IAEA standard.
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 40992 (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.
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.