Team Assistant (G-4)

Organizational Unit:	Facilities Management Section Division of General Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	24 April 2013
Application Deadline:	23 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.a

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. The Facilities Management Section (FMS) provides technical advice and has overall responsibility for the implementation of major facilities management specific projects and administrative services for all IAEA premises. This includes providing technical services for IAEA meetings and conferences in the Vienna International Centre (VIC) and the Austria Center Vienna, including set-up and operation of worldwide video conferences and video job interviews for the IAEA. The assignments of the Team Assistant are provided by the Section Head or the normal workflow. Priorities are usually established independently, and most tasks are carried out according to established procedures with minimum supervision.

Main Purpose

Reporting to the Section Head 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.

Working Relationships

The Team Assistant obtains, provides or clarifies information with staff at all levels in the Section or related programmes on matters related to the assignment and to relay instructions from the supervisor, gather information and documents, and remind officers of deadlines. She/he may exchange standard information with officials outside the IAEA. The Team Assistant may provide guidance to temporary or more junior staff.

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 supervisor(s) in preparing correspondence, reports, project, or programme plans. Prepare graphs, charts and other visual aids for use by supervisor(s) or experts in seminars, meetings, workshops, and presentations. May prepare and format documents for Internet publication. Responsible for the Section's Records Office in terms of: maintaining file lists, finding aids, paper and electronic files according to corporate standards, liaising with Archives and Records Management Section (ARMS) 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 which may require activities such as the implementation of logistics, preparation of invitation letters, 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 supervisor(s) and/or participants, and compile, calculate and prepare cost estimates. Administrative activities Input, retrieve and assemble information 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 FMS, and keep track of financial budget/expenditure of the 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 and assisting them in routine problems, and check work in progress to ensure compliance with administrative rules and regulations. Provide required support and/or back-up to staff in executive offices.

Knowledge, Skills and Abilities

Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to constantly changing demands and multitasking. Ability to manage a heavy workload under time pressure. Focus on quality: Accuracy and ability to pay attention to details. Interpersonal skills: Ability to work effectively in a team with peers as well as with multiple supervisors in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels as well as with external counterparts. Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, to advise them on the administrative practices and procedures to be followed. Communication skills: ability to convey verbal information effectively and to draft routine correspondence and to correct documents in accordance with established standards and requirements. Analytical skills: Ability to use initiative and judgement appropriate to situations. Computer skills: Proficiency in MS Office 2010 (Word, Excel, Outlook, PowerPoint), which is the IAEA standard, and ability to use databases.

Education, Experience and Language Skills

Completed secondary education. Minimum of four years of general office support experience, some of which in an international environment. English Language Test (Level 2) and English Typing test (Level 2) to IAEA standard. Good command of written and spoken English. Knowledge of German desirable. 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 €35 512 (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.