Executive Assistant(G5)

Organizational Setting

The objective of the Department of Nuclear Energy (NE) is to foster the efficient and safe use of nuclear power by supporting interested Member States in\: improving the performance of nuclear power plants, the nuclear fuel cycle, and the management of nuclear wastes; catalysing innovation in nuclear power and fuel cycle technologies; developing indigenous capabilities around the world for national energy planning; deploying new nuclear power plants; preserving and disseminating nuclear information and knowledge; and advancing science and industry through improved operation of research reactors.

The Division of Nuclear Fuel Cycle and Waste Technology comprises the Nuclear Fuel Cycle and Materials Section, Waste Technology Section and the Research Reactor Section. The Division is responsible for the implementation of activities under a matrix structure of programmes on the nuclear fuel cycle and materials technologies, on the management of radioactive waste and on research reactors sustainable operation.

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

Functional Competencies

Required Expertise

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 1) and Typing 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 43865 (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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