Executive Assistant(G5)

Executive Assistant(G5) - (2024/0570 (010616))

Organization: TC-Department of Technical Cooperation

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-10-09, 12:08:35 AM

Closing Date: 2024-10-30, 5:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

**Multiple positions**

Organizational Setting

The Department of Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEA’s technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme.

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**
- 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 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 Descript