Team Assistant(G4)

vor 2 Wochen

Wien, Wien, Österreich International Atomic Energy Agency Vollzeit
Team Assistant(G /

Organization:
MTGS-Commissary Management Section

Primary Location:
Austria-Vienna-Vienna-IAEA Headquarters

Job Posting:
, 7:42:51 AM

Closing Date:
, 4:59:00 PM

Duration in Months: 24

Contract Type:
Fixed Term - Extrabudgetary

Probation Period: 1 Year

Full Competitive Recruitment:
Yes

Organizational Setting


The Department of Management's Division of General Services (MTGS) provides support functions to the IAEA through its four Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management and General Support Section (FMGSS) and the Seibersdorf Laboratories Services Section (SLSS).

Among the four Sections, the Commissary Management Section (CMS) is responsible for the management of the Agency's tax and duty-free store at the Vienna International Centre.

The Commissary is operated under the authority of the Director General of the IAEA and regulated by the HQ Agreement with the Host Country.

It was established as a self-sustaining and non-profit making operation in order to facilitate the purchase of limited quantities of consumer goods by the diplomats of Permanent Missions of Member States accredited to the UN organizations, staff members of the UN organizations based at the VIC as well as of other authorized organizations.

Main Purpose


Reporting to a Section/Unit Head/Supervisor and providing support to a group of Professionals, the Team Assistant contributes to the efficient operation of the office by providing assistance and advice on the administrative practices and procedures.

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 the supervisor(s) in preparing correspondence, reports, project or programme plans.


Prepare graphs, charts and other visual aids for use by the supervisor(s) or experts in seminars, meetings, workshops and presentations.

May prepare and format documents for Internet publication.


Responsible for the work unit's Records Office in terms of: maintaining file lists, finding aids, paper and electronic files according to corporate standards, liaising with ARMS (Archives and Records Management Section) 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.

This may require such activities as the implementation of logistics, preparation of invitation letters and the typing, compilation and distribution of working documents and other material.

Take and prepare minutes and/or notes of internal meetings.


Make travel and hotel arrangements, prepare travel authorizations/claims for the supervisor(s) and/or participants and compile, calculate and prepare cost estimates.

Administrative activities

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 the 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, assisting with routine problems and checking work in progress to ensure compliance with administrative rules and regulations.

Provide required support and/or backup to staff in executive offices.

Competencies and Expertise

Core Competencies(Competency Framework)

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 informati

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