Executive Assistant(G5)

Vor 6 Tagen

Wien, Österreich International Atomic Energy Agency Vollzeit

Executive Assistant(G5) - (2024/0484 (016546))

Organization: OLA-Office of Legal Affairs

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-08-16, 5:36:49 AM

Closing Date: 2024-08-30, 4:59:00 PM

Duration in Months: 12

Contract Type: Temporary Assistance - Regular

Probation Period: 1 Year

Full Competitive Recruitment: No

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).
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.

Competencies and Expertise

**Core Competencies**(Competency Framework)

**Name**

**Definition**
- 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.- 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.**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- MS Office (Word, Excel, Outlook, PowerPoint)- Proficiency in MS Office and the ability to use databases- Management and Programme Analysis- Project Management- Practice in implementation of projects, inter alia, financial planning, financial monitoring, acceptance of contributions, etc.- Administrative Support- Travel and Visa Support- Background in arranging travel and visa for staff and non-staff as well as TC related activities for staff, consultants and meeting participants.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

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