Team Assistant(G4)

Vor 3 Tagen

Wien, Österreich International Atomic Energy Agency Vollzeit

Team Assistant(G4) - (2024/0689 (251016))

Organization: NEFW-Nuclear Fuel Cycle and Materials Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-12-16, 7:24:41 AM

Closing Date: 2024-12-30, 4:59:00 PM

Duration in Months: 24

Contract Type: Temporary Assistance - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

**MULTIPLE POSITIONS**

Organizational Setting

The Division of Nuclear Fuel Cycle and Waste Technology (NEFW) comprises the Nuclear Fuel Cycle and Materials Section, the Waste Technology Section, the Decommissioning & Environmental Remediation Section and the Research Reactor Section. The Division seeks to support Member States in building their capacity to access technologies, to share good practices and to develop safe and effective approaches across all aspects of research reactors, nuclear fuel cycle, decommissioning, radioactive waste management and environmental remediation.

The Nuclear Fuel Cycle and Materials Section (NFCMS) assists interested Member States in the development of safe, environmentally friendly, economically viable, proliferation-resistant and sustainable fuel cycle options and it encourages information exchange on the exploration, mining and processing of uranium and thorium, on the design, manufacturing and performance of nuclear fuels, on the management of spent fuel, and on the development of advanced and innovative nuclear fuels and fuel cycles.

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.

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