Executive Assistant (G5), Vienna, Austria
Organization: International Atomic Energy Agency (IAEA)
Office: IAEA Vienna, Austria
Closing date: Thursday, 16 September 2021
( 2021/0460 (004776) )
Organization: NAPC-Division of Physical and Chemical Sciences
Primary Location: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2021-08-20, 9:10:03 AM
Contract Type : Fixed Term
Probation Period : 1 Year
The Department of Nuclear Sciences and Applications implements the IAEA’s Major Programme 2, "Nuclear Techniques for Development and Environmental Protection". This Major Programme comprises individual programmes on food and agriculture, human health, water resources, environment and radiation technologies. These programmes are supported by laboratories in Seibersdorf, Monaco and Vienna. The Major Programme’s objective is to enhance the capacity of Member States to meet basic human needs and to assess and manage the marine and terrestrial environments through the use of nuclear and isotopic techniques in sustainable development programmes.
The Division of Physical and Chemical Sciences is responsible for assisting and advising Member States in research and development for the nuclear sciences, especially the physical and chemical sciences. Specifically, the Division provides support to Member States in the following fields: production of radioisotopes and radiolabelled products for applications in health care and industry; radiation source applications; research reactor utilization; applications of accelerators and nuclear instrumentation; nuclear and atomic data for applications; controlled nuclear fusion and isotope hydrology and geochemistry.
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.
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
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.
Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.
Function Name Expertise Description
Correspondence and Written Communication
Ability to draft routine correspondence and correct documents in accordance with established standards and requirements
Discretion and Respect for Confidentiality
Ability to act with tact, diplomacy, discretion and respect for confidentiality
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 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, English, French, Russian and Spanish) is an asset.
English language test (Level 1) to IAEA standard.
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 48132 (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.
Link to the organization’s job offer: https://unjobs.org/vacancies/1629666572067