Executive Assistant(G5)
JOB DETAIL
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant’s location.
Organizational Setting
The Office of Legal Affairs, which reports directly to the Director General, provides legal services of the highest possible standards to the Director General, 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.
Main Purpose
Reporting to the Supervisor and acting as a team member, the Implementation Assistant supports several professionals and manages the administrative arrangements related to the programme area. He/she independently processes all administrative actions related to the recruitment of experts, lecturers, consultants, training course participants and meeting participants. He/she ensures that the implementation of actions and tasks, such as training events, technical meetings, expert missions and consultancies, are done in accordance with established policies and procedures and quality standards.
Functions / Key Results Expected
Arrange travel for staff and non-staff as well as TC related activities for staff, consultants and meeting participants using the Agency Systems, such as AIPS Events Management, TRAC and TC-PRIME. Responsible for problem-solving regarding administrative arrangements according to the IAEA Financial Rules & Regulations.
Schedule, coordinate, implement and follow-up on all activities involved in organizing internal/external meetings, seminars, workshops, Web-based meetings, and conduct eTraining Web-Ex meetings.
Initiate, process and follow-up on the recruitment of consultants using the applicable corporate systems and carry out all activities required to ensure timely payment (TALEO, iProc).
Create, maintain and manage Excel files, lists and graphs; and input, retrieve and assemble data from databases using commercial or IAEA specific software applications to provide statistical values on Training courses/workshops participation, gender and geographical distribution.
Act as focal point and support Administrative Assistant in coordinating activities by compiling and consolidating information from various systems and sources such as AIPS Dashboards, OBIEE reports, etc. related to the preparation of the yearly meeting plan the end of year Contribution in Kind and carrying quality control on travel documents and correspondence.
Act as Team Member providing back-up, guidance and support to other assistants as required and/or instructed by the Supervisor.
Competencies and Expertise
Core Competencies(Competency Framework)
| Name | Definition |
|---|---|
| Planning and Organizing | Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans. |
| Communication | Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions. |
| Achieving Results | Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned. |
| Teamwork | Actively contributes to achieving team results. Supports team decisions. |
Functional Competencies
| Name | Definition |
|---|---|
| Analytical thinking | Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. |
| Client orientation | Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. |
| Resilience | Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks. |
Required Expertise
| Function | Name | Expertise Description |
|---|---|---|
| Administrative Support | Correspondence and Written Communication | Ability to draft routine correspondence and correct documents in accordance with established standards and requirements |
| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | Proficiency in MS Office and the ability to use databases |
| Management and Programme Analysis | Project Management | Practice in implementation of projects, inter alia, financial planning, financial monitoring, acceptance of contributions, etc. |
| Administrative Support | Travel and Visa Support | Background in arranging travel and visa for staff and non-staff as well as TC related activities for staff, consultants and meeting participants. |
Qualifications, Experience and Language skills
Completed secondary education.
Minimum of five years of relevant work experience in a clerical/administrative position, some of it in an international organization.
Knowledge of the administrative procedures and policies relating to IAEA meetings, highly desirable.
High degree of accuracy and ability to pay attention to detail.
Knowledge of and experience in using the IAEA’s corporate system (AIPS, iProc, AIPS contacts online etc.) an asset.
Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, Russian and Spanish) is an asset.
Administrative skills test to IAEA standard may be part of the process.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 56137 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff
General Information
- The IAEA’s paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
- Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person’s race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
- The IAEA is committed to gender equality and to promoting a diverse workforce.
- Recruitment will be on a LOCAL BASIS only.
- 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.
- The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.
Evaluation process
- The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
- Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.
Appointment information
- Appointment is subject to a satisfactory medical report.
- 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.
