Executive Assistant (G6), Vienna, Austria
Organization: International Atomic Energy Agency (IAEA)
City: Vienna, Austria
Office: IAEA Vienna, Austria
Closing date: Monday, 22 March 2021
( 2021/0130 (012605) )
Organization: NE-Office of the Deputy Director General
Primary Location: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2021-02-22, 4:33:24 PM
Contract Type : Fixed Term
Probation Period : 1 Year
The objective of the Department of Nuclear Energy is to foster the efficient and safe use of nuclear power by supporting interested Member States in improving the performance of nuclear power plants, the nuclear fuel cycle, and the management of nuclear wastes; in catalysing innovation in nuclear power and fuel cycle technologies; in developing indigenous capabilities for national energy planning; in deploying new nuclear power plants; in preserving and disseminating nuclear information and knowledge; and in advancing science and industry through improved operation of research reactors.
The Executive Assistant coordinates office support in the Department, ensuring its smooth functioning, and provides executive assistance to the DDG.
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 Department Head’s attention, attaching necessary information as needed and maintaining a follow-up system.
Prepare correspondence and reports for the Department Head. Draft and prepare standard and non-standard correspondence (emails, letters, memoranda) on own initiative and complete final drafts with a minimum of supervision according to corporate communication guidelines.
Ensure the Department’s records 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 DDG’s activities, such as making travel arrangements, scheduling appointments and meetings and assembling background material required for the above activities.
Arrange official receptions given by the Department Head.
Coordinate and follow up on administrative assignments and maintain deadlines.
Establish and maintain office support functions, such as ensuring office coverage. Coordinate services with other assistants in the Office, and within the Department.
As required, act as the backup for the Administrative Officer in reviewing and approving travel documents.
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 contigency 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.
Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.
Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.
Maintains a high level of performance when facing pressure and uncertainty. Able to remain calm and self-controlled, and to respond logically and decisively in difficult situations.
Discretion and Respect for Confidentiality
Ability to act with tact, diplomacy, discretion and respect for confidentiality
Other Technical Engineering
General Knowledge of the United Nations System
Knowledge of procedures and administrative guidelines in an international organization
Guidance and Training
Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures
Informational and Workflow Management
Experience working with ERP and similar systems
MS Office (Word, Excel, Outlook, PowerPoint)
Proficiency in MS Office 2010 and the ability to use databases
Qualifications, Experience and Language skills
Completed secondary education.
Minimum of six 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, English, French, Russian and Spanish) is an asset.
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 54871 (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.