Team Assistant(G4)

Organization: SGIM-Declared Information Analysis Section

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Duration: 36 months

Contract Type: Fixed Term - Regular

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 Division of Information Management implements methodologies and techniques for the collection, processing and analysis of safeguards-relevant information.

Main Purpose

Reporting to a Section/Unit Head/Supervisor and providing support to a group of Professionals, the Team Assistant contributes to the efficient operation of the office by providing assistance and advice on administrative practices and procedures.

Functions / Key Results Expected

Correspondence and Records Management

• Draft standard correspondence according to corporate communication guidelines and format letters, reports, technical documents, manuscripts, newsletters and other material.
• Search office files and records and select information for use in correspondence, reports, project or programme plans.
• Prepare graphs, charts and other visual aids for seminars, meetings, workshops and presentations.
• Maintain file lists, finding aids, paper and electronic files according to corporate standards and liaise on records management issues.

Meetings and Logistics

• Make arrangements for internal and external meetings, seminars and events.
• Prepare invitation letters, working documents and other material and take or prepare minutes and notes.
• Make travel and hotel arrangements, prepare travel authorizations and claims, and compile cost estimates.

Administrative Activities

• Input, retrieve and assemble information into and from databases using commercial or IAEA specific software applications.
• Prepare standard components of programme and budget work and track budget or expenditure for the Unit or Section.
• Update and maintain mailing lists, document tracking systems and management reporting systems.
• Distribute work among support staff, explain work methods and support compliance with administrative rules and regulations.
• Provide required support and backup to staff in executive offices.

Qualifications, Experience and Language Skills

• Completed secondary education.
• Minimum of four years of general office support experience, some of which in an international environment.
• Excellent oral and written command of English.
• Knowledge of other official IAEA languages such as Arabic, Chinese, French, Russian and Spanish is an asset.
• An administrative skills test to IAEA standard may be part of the process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 51384, 6 weeks' annual vacation, pension plan and health insurance. More information can be found at https://www.iaea.org/about/employment/general-service-staff.