Executive Assistant (G-5)

Organizational Unit:	Division of General Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	18 April 2013
Application Deadline:	17 May 2013
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

Organizational Setting

The Department of Management (MT) provides a ‘platform of services’ that serves as a foundation for the successful delivery of the IAEA’s scientific and technical programmes. Its mission statement is as follows: “MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose”. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, works with the press to help clarify the technically complex work of the IAEA, and ensures that all Board documents are translated and distributed on a timely basis to Member States. The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.

Main Purpose

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

Working Relationships

The Executive Assistant obtains, provides or clarifies information, and relays information between the Director 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 Division.

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 (TALMS) 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.

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. Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures to be followed. Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and correct documents in accordance with established standards and requirements. Analytical skills: Ability to analyse information and decide on what should be brought to the attention of the supervisor. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, PowerPoint), and the ability to use databases.

Education, Experience and Language Skills

Completed secondary education. Minimum of five years of general office support experience, some of which in an international environment. English Language Test (Level 2) and English Typing Test (Level 1) to IAEA standard. Excellent command of written and spoken English. Knowledge of other official IAEA languages (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €41 082 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online athttp://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. 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.