Legal Assistant

Legal Assistant (General Legal)(G5) - (2025/0256 (020030))

Organization: OLA-Nuclear and Treaty Law Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2025-05-14, 4:18:28 AM

Closing Date: 2025-06-04, 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

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 Section Head and providing support to the Section Head and a group of Legal Officers, the Legal Assistant contributes to the efficient operation of the office by, inter alia, performing front office management duties for the Section Head, finalizing contracts and agreements and ensuring that signed originals are properly recorded and stored in hard copy and electronic versions, logging requests for legal advice into and out of the Section’s logbook, running data reports on the logbook, providing legal research using OLA's electronic data management system, and preparing files for meetings.

Functions / Key Results Expected
- Provide assistance to the Section Head and other Legal Officers of the Section with document preparation, inter alia in connection with contracts and agreements and their annexes. Review documents to ensure conformity with templates, prepare IOM for signature by the Section Head for return of completed assignment to the requesting Division.
- Serve as custodian of signed originals of contracts and agreements; liaise with the relevant technical Divisions to ensure receipt of full texts of those documents, including full annexes. Manage the list of all final contracts and agreements signed by the Agency, ensuring that it is up to date and that all final texts are available and properly filed, both in hard copy and electronically.
- Perform research using OLA's electronic data management system such as searching for and reviewing precedents for their applicability to current requests for advice and discussion of results with Section Head or Legal Officer.
- Manage logbook entries for incoming and completed tasks and act as the contact point for the General Legal Section logbook-related matters. Keep track of status and generate weekly data reports from the logbook to aid organizational overview and in preparation for status meetings with client Divisions. Communicate with client offices regarding establishment of deadlines, as required. Follow up with Legal Officers to ensure deadlines are met.
- Provide front office support to the Section Head including preparation of draft correspondence, calendar management, meeting scheduling, telephone coverage, duty travel arrangements.
- Provide support for attendance at conferences, meetings and seminars such as preparation of working files, including gathering all appropriate background documents from internal OLA files and/or external information sources, including from other IAEA offices.
- Prepare PowerPoint presentations for conferences, meetings and seminars by e.g. gathering inputs from internal OLA files and/or external information sources, including from other IAEA offices.
- Assist in providing input for documents and reports for meetings of the Board of Governors and General Conference by reviewing previous versions of such documents, and/or gathering information from internal OLA files, as requested by the Section Head or Legal Officers.
- Solicit inputs from Legal Officers in response to requests for inputs to briefs for the Director General, compile information received and prepare a comprehensive response to DGOC.
- Undertake other assignments as required and consistent with the level of the post.

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 information, identifying critical relationships and patterns among data and proposes workable solutions.
- Client ori