Executive Assistant, Vienna (G-6) International Atomic Energy Agency (IAEA)

Vacancy Notice No. 2011/252

Position and Grade:	Executive Assistant (G-6)
Organizational Unit:	Office of the Deputy Director General Department of Technical Cooperation
Duty Station:	Vienna, Austria
Issue Date:	23 September 2011
Application Deadline:	6 October 2011
Type of Appointment:	Either a Fixed-term or Temporary-assistance appointment may be offered (subject to a probationary period of 1 year)
CCOG codes:	2.A.12.a

The Department of Technical Cooperation (TC), through Major Programme 6 (MP6) - Management of Technical Cooperation for Development, provides strategic direction for planning and works closely with Member States to formulate and implement the technical cooperation programme based on their identified needs, interests and priorities. Advice is received on key technical cooperation trends and issues from the Standing Advisory Group on Technical Cooperation (SAGTAC). The Department comprises four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America) and a Division of Programme Support and Coordination. The Department's operating environment is interactive, participative and dynamic with continuous inputs received from Permanent Missions, policy and decision makers, as well as counterparts in Member States and in the international development community. The environment often demands a willingness to work long or unusual hours.

The Executive Assistant coordinates office support in the Department, ensuring its smooth functioning, and provides executive assistance to the Deputy Director General (DDG).

The Executive Assistant obtains, provides or clarifies information, or relays information from the DDG with staff at all levels throughout the organization, but particularly with the Office of the Director General, offices of DDsG, and Directors. Information exchanged includes coordinating meetings, gathering information and documents and reminding officers of deadlines. She/he, exchanges information with officials outside the Agency, particularly with representatives to the Agency, or counterparts in, among others, non-governmental organizations, government officials, ambassadors, international organizations, etc. The Executive Assistant provides guidance and explanation of office procedures and working methods to other support staff both in and outside the Department.

Correspondence and Records Management: Receive, review and screen all incoming correspondence and documents, perform preliminary checks for accuracy and completeness, 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 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 back-up for the Administrative Officer to review and approve travel documents.

Knowledge of procedures and administrative guidelines in an international organization. Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to constantly changing demands and multitasking. Ability to manage an extremely heavy workload under pressure. Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment. Interpersonal skills: Ability to deal with staff at all levels and high-level representatives from the diplomatic community, with tact and diplomacy, discretion and respect for confidentiality; Customer orientation. Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, to advise them on the administrative practices and procedures to be followed. Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and to correct documents in accordance with established standards and requirements. Analytical skills: Demonstrated ability to apply good judgment in the context of assignments given. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, Powerpoint) and ability to use databases.

Completed secondary education. At least 10 years of general office support experience, some of which in an international environment. English Language Test (Level 1) and English Typing Test (Level 1) to IAEA standard. Language skills: Excellent command of written and spoken English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) an advantage.

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €44 882 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted.All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. 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. 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 to make an appointment with a modified job description or for shorter duration than indicated above.