Team Assistant (G-4)

Organizational Unit:	General Legal Section Office of Legal Affairs Offices reporting to the Director General
Duty Station:	Vienna, Austria
Issue Date:	19 May 2011
Application Deadline:	29 June 2011
Type of Appointment:	Fixed term/Fixed term temporary assistance* (subject to a probationary period of 1 year)
CCOG codes:	2.A.12.a

Organizational Setting

The Office of Legal Affairs (OLA), which reports directly to the Director General, was established to provide legal services of the highest possible standards to the Secretariat and to the organs and bodies of the IAEA, as well as to Member States, regarding the implementation of the IAEA's activities. There are three Sections in OLA with responsibility for different topics: the General Legal Section, the Non-Proliferation and Policy-Making Section and the Nuclear and Treaty Law Section. The incumbent's assignments are provided by the supervisor(s) or the normal workflow. Priorities are usually established independently, and most tasks are carried out according to established procedures with minimum supervision.

Main Purpose

Reporting to the Section Head, and providing support to the international staff of the Section, composed of 6-8 Legal Officers, the Team Assistant contributes to the efficient operation of the office by providing assistance and advice on administrative practices and procedures.

Working Relationships

The Team Assistant obtains, provides or clarifies information with staff at all levels in the Section or relays information from the Section Head with staff at all levels throughout the Organization. Specifically the incumbent arranges meetings, gathers information and documents and reminds officers of deadlines. He/she may also exchange information with officials outside the Agency e.g. arrange meetings with the Austrian Ministry for Foreign Affairs. The Team Assistant may provide guidance to temporary or more junior staff.

Functions / Key Results Expected

Correspondence and Records Management: Draft standard correspondence according to corporate communication guidelines, format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures. On the basis of general instructions, search office files and records, and select information for use by supervisor(s) in preparing correspondence, reports, project, or programme plans. Prepare graphs, charts and other visual aids for use by supervisor(s) or experts in seminars, meetings, workshops, and presentations. May prepare and format documents for Internet publication. Responsible for work unit's Records Office in terms of: maintaining file lists, finding aids, paper and electronic files according to corporate standards, liaising with ARMS staff on records management issues, providing information to colleagues on records management standards and practices, facilitating paper file transfers and retrievals, and ensuring the proper handling of records of separating staff members. Meetings and logistics: Make arrangements for internal/external meetings, seminars and other events which may require activities such as the implementation of logistics, preparation of invitation letters, typing, compilation and distribution of working documents and other material. Take and prepare minutes and/or notes of internal meetings. Makes travel and hotel arrangements, prepares travel authorizations/claims for supervisor(s) and/or participants, and compile, calculate and prepare cost estimates. Administrative activities: Input, retrieve and assemble information from databases using commercial or Agency specific software applications. May calculate and prepare standard limited components of the programme and budget (e.g. printing requirements, consultancies) and the financial plan for the Unit/Section and may keep track of financial budget/expenditure of the Unit/Section. Update and maintain information databases such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans. On behalf of the Supervisor, may distribute work among the other support staff of the Section, explaining work methods and assisting them in routine problems, and check work in progress to ensure compliance with administrative rules and regulations. Provide required support and/or back-up to staff in executive offices.

Knowledge, Skills and Abilities

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 a heavy workload under time pressure. Focus on quality: Accuracy and ability to pay attention to details Interpersonal skills: Ability to work effectively in a team with peers as well as with multiple supervisors in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels as well as with external counterparts. 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: Ability to use initiative and judgment appropriate to situations. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook) and ability to use databases.

Education and Experience

Completed secondary education. At least 5 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: Good command of written and spoken English. Knowledge of another official IAEA language (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 €33 526 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

*Note: An internal staff member holding a Fixed Term (FT) contract would be offered an FT contract. Other internal or external appointees would be offered a Fixed Term Temporary Assistance (FTA) contract.

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