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Executive 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:
    • Operations and Administrations
    • Administrative support
    • Renewable Energy sector
    • Monitoring and Evaluation
    • Nuclear Technology
    • Division of Programme of Action for Cancer Therapy
  • Closing Date: Closed

Organizational Setting

 

The Department of Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEA’s technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme, in line with the IAEA Medium Term Strategy.

The objective of PACT is to enable Member States to introduce, expand and improve their cancer care capacity by integrating radiotherapy into a comprehensive cancer control programme that maximizes its therapeutic effectiveness and public health impact. The Division of PACT is headed by the Director PACT, who reports directly to the Deputy Director General of the Department of Technical Cooperation.

In 2009, the World Health Organization (WHO) and the IAEA signed an agreement to complement each other's efforts in the fight against cancer in low- and middle income countries, particularly on capacity building for cancer control planning and implementation of appropriate interventions and strategies, and to collaborate on raising awareness and new funding for cancer control activities at national, regional and international level through a WHO/IAEA Joint Programme for Cancer Control. The Director of PACT (DIR-PACT) has been assigned the role as the IAEA's Joint Programme Coordinator by the Director General.

PACT is a recognized and high-profile flagship initiative for the IAEA whose success will help mould the IAEA's future approach to the funding of cooperative development programming. To this end, the Division of PACT is expected to be a role model in coordinated, collaborative, transparent and structured programme implementation through the IAEA's one-house approach as well as an innovator and driver of a structured long-term approach to resource mobilization.


Main Purpose

 

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.

  • 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.

Competencies and Expertise

 

Core Competencies

 

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
 
Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.
 
Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.
 
Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

 

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 Discretion and Respect for Confidentiality Ability to act with tact, diplomacy, discretion and respect for confidentiality
     
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 MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office 2010 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, French, Russian and Spanish) is an asset.
  • English language test (Level 2) and English 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.
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