Executive Assistant(G6)

vor 1 Monat

Wien, Österreich International Atomic Energy Agency Vollzeit

Executive Assistant(G6) - (2024/0646 (009845))

Organization: SG-Office of the Deputy Director General

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-12-03, 1:55:18 AM

Closing Date: 2024-12-24, 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

Organizational Setting

The Department of Safeguards carries out the IAEA’s duties and responsibilities as the world’s nuclear inspectorate, supporting global efforts to stop the spread of nuclear weapons. The primary role of the Department is to develop and implement IAEA safeguards to ensure that there is no diversion of declared nuclear material from peaceful activities and no indications of undeclared nuclear material or activities in a State as a whole.

The Department comprises nuclear safeguards inspectors, responsible for carrying out inspections and verifications of all-safeguards relevant information for nuclear facilities in over 180 States; and technical staff responsible for a wide range of activities including: developing concepts and approaches for implementing safeguards; developing and maintaining safeguards equipment; providing analytical and laboratory services for sample analysis; collecting, evaluating and analysing safeguards-relevant information; providing information and communication technology infrastructure and services; and providing programme coordination support.

Main Purpose

The Executive Assistant coordinates office support in the Department, ensuring its smooth functioning, and provides executive assistance to the DDG.

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 Department Head's attention, attaching necessary information as needed and maintaining a follow-up system.

Ensure the Department's records are maintained, stored and accessible according to corporate standards. As the Records Office Coordinator (ROC), assign and coordinate Records Office responsibilities, identify and recommend to ARMS (Archives and Records Management Section) process 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 logístical support for the DDG's activities, such as making travel arrangements, scheduling appointments and meetings and assembling background material required for the above activities.

Arrange official receptions given by the Department Head.

Administrative activities

Coordinate and follow up on administrative assignments and maintain deadlines.

Establish and maintain office support functions, such as ensuring office coverage. Coordinate services with other assistants in the Office, and within the Department.

As required, act as the backup for the Administrative Officer in reviewing and approving travel documents.

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- Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.- Client orientation- Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.- Judgement/decision making- Consults with supervisor/manager and takes decisions in full compliance with the Agency’s regulations and rules. Makes decisions reflecting best practice and professional theories and standards.- Knowledge sharing and learni

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