Executive Assistant(G5)

Executive Assistant(G5) - (2025/0471 (016601))

Organization: SGIS-Office of Information and Communication Systems

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2025-09-03, 8:13:52 AM

Closing Date: 2025-09-24, 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 190 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.

The Office of Information and Communication Systems (SGIS) is responsible for the provision of secure Information and Communication Technology (ICT) services that enable the Department of Safeguards to deliver on its mandate. Major services provided by SGIS include provision of information technology project management services; development and maintenance of specialized ICT solutions; operation of resilient ICT infrastructure; provision of customer support services; and protection of safeguards information. In partnership with other organizational entities, SGIS is responsible for planning and implementing ICT strategies as well as promoting ICT standards.

Main Purpose

The Executive Assistant manages the office support in the Division, ensuring its smooth functioning, and provides executive assistance to the Director.

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 Director's attention, attaching information as needed and maintaining a follow-up system.
Compile the Division's responses and reports according to corporate communication guidelines and ensure adherence to deadlines; draft standard and non-routine correspondence, prepare meeting minutes and type reports and documents as required.
Ensure the Division’s records of all media 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 Director's activities, such as making travel arrangements, scheduling appointments and meetings and assembling background material required for the above activities.
Review travel requests for accuracy and forwarding to the Administrative Assistant. Prepare quarterly travel plans.
Administrative activities

Maintain the Time, Attendance and Leave Management System (TALMS) for the Division and manage overall administration of the Director's office (procurement, supplies, equipment, and furniture requests).
Maintain, update and monitor some of the Division's costs, such as printing, translation and publications requests.
Administer the office space arrangements of the Division and maintain awareness of secure areas.
Provide guidance, instruction, and support to other General Service staff throughout the Division/Office, and coordinate such assignments as office coverage.
Provide required support and/or backup to staff in executive offices.
Provide backup to the Administrative Assistant.

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.