Legal Assistant(G5)

Vienna | IAEA Headquarters

Organization: IAEA - International Atomic Energy Agency
Location: Vienna | IAEA Headquarters
Grade: Administrative support - GS-5, General Service - No need for Higher Education - Locally recruited position
Occupational Groups:
- Legal - Broad
- Administrative support
- Legal - International Law
- Renewable Energy sector
- Nuclear Technology
- Nuclear and Treaty Law Section
Closing Date: Closed

Organizational Setting

The Office of Legal Affairs, which reports directly to the Director General, provides legal services of the highest possible standards to the Director General, the Secretariat and to the organs and bodies of the IAEA, as well as to Member States, regarding the implementation of the IAEA's activities.The Nuclear and Treaty Law Section provides legal advice and support to the Office of the Director General and the Secretariat in the areas of nuclear safety and security (including civil liability for nuclear damage), nuclear energy, nuclear applications and technical cooperation. It is also responsible for the IAEA's depositary function as well as the IAEA's legislative assistance programme, providing advice and training regarding legislative frameworks governing the safe and peaceful uses of nuclear energy to Member States.

Main Purpose

Reporting to and providing support to the Section Head and a group of Legal Officers, the Legal Assistant contributes to the efficient operation of the office by providing legal research assistance and advice on administrative practices and procedures.

Functions / Key Results Expected

Support the work of the Section Head and other Legal Officers of the Nuclear and Treaty Law Section by providing assistance with legal research and general office management such as searching for and reviewing precedents for their applicability to current requests for advice, using OLA's electronic data management system.
Assist in providing input for other documents and reports for Board of Governors meetings and General Conferences by reviewing previous versions of such documents, and/or gathering information from internal OLA files, as requested by the Section Head or Legal Officers.
Review documents to ensure conformity with templates, prepare IOMs for signature by the Section Head for return of completed assignment to the requesting Division.
Manage logbook entries for incoming and completed tasks and act as the contact point for the Nuclear and Treaty Law Section logbook-related matters. Keep track of status and generate weekly data reports from the logbook to aid organizational overview and in preparation for status meetings with client Divisions. Communicate with client offices regarding establishment of deadlines, as required. Follow up with Legal Officers to ensure deadlines are met.
Provide front office support to the Section Head including preparation of draft correspondence, calendar management, meeting scheduling, telephone coverage, duty travel arrangements.
Provide support for attendance at conferences, meetings and seminars such as preparation of working files, including gathering all appropriate background documents from internal OLA files and/or external information sources, including from other IAEA offices.
Prepare PowerPoint presentations for conferences, meetings and seminars by e.g. gathering inputs from internal OLA files and/or external information sources, including from other IAEA offices.
Solicit inputs from Legal Officers in response to requests for inputs to briefs for the Director General, compile information received and prepare a comprehensive response to DGOC.
Under the supervision of the Section Head and the Senior Legal Officer, perform procedural formalities relating to depository and registration functions, as required.
Undertake other assignments as required and consistent with the level of the post.

Competencies and Expertise

Core Competencies

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Name	Definition

Planning and Organizing	Plans and organizes his/her own work in support of achieving the team or Sectionâs 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/Divisionâs 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

Knowledge sharing and learning	Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.

Judgement/decision making	Consults with supervisor/manager and makes decisions in full compliance with the Agencyâs regulations and rules.

Commitment to continuous process improvement	Identifies opportunities for process, system and structural improvement as well as improving current practices, increasing effectiveness and achieving efficiency gains. Actively supports the application of sound quality management standards and process improvement.

Client orientation	Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

Analytical thinking	Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.

Required Expertise

Function	Name	Expertise Description

Administrative Support	Correspondence and Written Communication	Ability to draft routine correspondence and correct documents in accordance with established standards and requirements.

Administrative Support	Document Management	Knowledge of electronic document management systems, such as Livelink.

Administrative Support	Filing and Archiving	Knowledge of electronic records management systems, such as the Agency's Archives and Records Management system (ARMS).

Legal	Legal Drafts	Good working knowledge and understanding of complex legal documents an asset.

Administrative Support	MS Office (Word, Excel, Outlook, PowerPoint)	Proficiency in MS Office and the ability to use databases .

Administrative Support	Travel Management	Knowledge of an electronic travel system, such as the IAEAs Travel System (TRAC).

Qualifications, Experience and Language skills

Completed secondary education.
Minimum of five years of relevant working experience, some of which in an international environment.
Excellent command of written and spoken English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) an asset.
English language test (level 2) and typing test (level 2) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 43257 (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.
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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.
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This vacancy is now closed.