Executive Assistant(G6)

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, and ensures that all Board documents are translated and distributed on a timely basis to Member States.

Main Purpose

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.

Administrative activities

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

Core Competencies

table { border-collapse: collapse; } table, th, td { word-wrap: break-word; valign="top"; } Name Definition 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. Communication 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. Achieving Results 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. Teamwork Actively contributes to achieving team results. Supports team decisions.Functional Competencies

Name Definition Analytical thinking Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions. Client orientation 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. Resilience 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.Required Expertise

Function Name Expertise Description Administrative Support 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 Administrative Support Guidance and Training Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures Administrative Support Informational and Workflow Management Experience working with ERP and similar systems Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office 2010 and the ability to use databasesQualifications, 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, French, Russian and Spanish) is an asset.

English language test (level 1) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 55696 (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. -------------------------------------------------------------------------------------------------------------------------------------------------------------