Executive Assistant (G-5)

Vacancy Notice No. 2012/201

Position and Grade:	Executive Assistant (G-5)
Organizational Unit:	Office of Information and Communication Systems Department of Safeguards
Duty Station:	Vienna, Austria
Issue Date:	2 February 2012
Application Deadline:	1 March 2012
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

Organizational Setting

The Department of Safeguards is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for more than 170 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; and three Technical Divisions, (i) Division of Concepts and Planning, (ii) Division of Information Management, and (iii) Division of Technical and Scientific Services, as well as two Offices: the Office of Safeguards Analytical Services and the Office of Information and Communication Systems. 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 the 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. Assignments may be complex and priorities are managed with a high level of independence. Work may be assigned by the Director, senior managers or professional staff of the Office. The environment often demands a willingness to work long or unusual hours.

Main Purpose

The Executive Assistant manages the office support in the Office, ensuring its smooth functioning, and provides executive assistance to the Director.

Working Relationships

The Executive Assistant obtains, provides or clarifies information, or relays information from the Director with staff at all levels throughout the organization, but particularly with offices of Directors. Information exchanged includes coordinating meetings, gathering information and documents and reminding officers of deadlines. She/he may exchange information with officials outside the Agency, particularly with representatives to the Agency and with counterpart organizations within the Member States. The Executive Assistant provides guidance and explanation of office procedures and working methods to other support staff in the Office.

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 Office'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 Office'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 Office and manage overall administration of the Director's office (procurement, supplies, equipment, and furniture requests). Maintain, update and monitor some of the Office's costs, such as printing, translation and publications requests. Administer the office space arrangements of the Office and maintain awareness of secure areas. Provide guidance, instruction, and support to other General Service staff throughout the 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.

Knowledge, Skills and Abilities

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, adapt to constantly changing demands and multitask. Ability to manage a heavy workload under time 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 act with tact, diplomacy, discretion and respect for confidentiality. Ability to work effectively as a team member in a multicultural environment and to establish and maintain a range of contacts and deal appropriately with counterparts. Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures to be followed. Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and correct documents in accordance with established standards and requirements. Analytical skills: Ability to analyse information and decide on what should be brought to the attention of the supervisor. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, PowerPoint), and the ability to use databases.

Education, Experience and Language Skills

Completed secondary education. Minimum of seven years of general office support experience, some of which in an international environment. English language test (level 2) and 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.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €39 880 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply

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 with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.