Executive Assistant(G5)

Organizational Setting

The Department of Safeguards (SG) is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for some 180 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries.

The Department of Safeguards consists of six Divisions\: three Operations Divisions\: A, B and C, for the implementation of verification activities around the world; three Technical Divisions\: Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services; as well as three Offices\: the Office for Verification in Iran, the Office of Safeguards Analytical Services and the Office of Information and Communication Services.


The main objective of the Department is to maintain and further develop an effective and efficient verification system in order to draw independent, impartial and timely safeguards conclusions, thus providing credible assurances to the international community that States are in compliance with their safeguards obligations. The departmental operating environment is interactive, participative and dynamic with continuous inputs received from the Board of Governors, the General Conference, policy- and decision-makers, as well as counterparts in Member States and in the international development community.

Within the Department of Safeguards, the Office of Information and Communication Systems (SGIS) is the centre of competence for the production and maintenance of ICT systems and for management of all ICT infrastructure and services to support safeguards. In partnership with other organizational units, SGIS is responsible for planning and implementing an ICT strategy as well as enforcing ICT standards.

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 (TAMS) 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 44684 (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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