Executive Assistant

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Description

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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.

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.

Source: https://iaea.taleo.net/careersection/ex/jobdetail.ftl?job=2024/0484%20(016546)

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