Multiple positions

Organizational Setting

The Department of Technical Cooperation (Tconsists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbea, the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PAC. It provides strategic direction for the IAEA’s technical cooperation programme, and is responsible (in close collaboration with Member Statefor the planning, formulation, implementation and monitoring of the programme.

Main Purpose

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

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 followup system.
Compile the Division’s responses and reports according to corporate communication guidelines and ensure adherence to deadlines; draft standard and nonroutine correspondence, prepare meeting minutes and type reports and documents as required.
Ensure the Division’s records of all media are maintained, stored and accessible according to corporate standards. As the Records Office Coordinator (RO, assign and coordinate Records Office responsibilities, identify and recommend to ARMS (Archives and Records Management Sectioprocess 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 (TALMfor the Division and manage overall administration of the Director’s office (procurement, supplies, equipment, and furniture request.
Maintain, update and monitor some of the Division’s costs, such as printing, translation and publications requests.
Administer the office space arrangements of the Division and maintain awareness of secure areas.
Provide guidance, instruction, and support to other General Service staff throughout the Division/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.

Competencies and Expertise

Core Competencies(Competency Framewor

Name	Definition
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.
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.

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	Discretion and Respect for Confidentiality	Ability to act with tact, diplomacy, discretion and respect for confidentiality
Administrative Support	Guidance and Training	Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures
Administrative Support	MS Office (Word, Excel, Outlook, PowerPoin	Proficiency in MS Office 2010 and the ability to use databases

Qualifications, Experience and Language skills

• Completed secondary education.
• Minimum of five years of general office support experience, some of which in an international environment.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanisis an asset.
• Administrative skills test to IAEA standard might be part of the selectin process.

Remuneration

The IAEA offers an attractive remuneration package including a taxfree annual net base salary starting at EUR 56137 (subject to mandatory deductions for pension contributions and health insuranc, 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/generalservicestaff

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 value: Integrity, Professionalism and Respect for diversity.
• The IAEA has a zerotolerance 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 competencybased 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.