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Executive Assistant(G5)

International Atomic Energy Agency (IAEA) Innere Stadt Contract

Organizational Setting

The Division of Budget and Finance manages the financial resources essential for full implementation of the IAEA's scientific and technical programmes. The Division provides financial services and solutions for programme budgeting, treasury, payments, payroll, financial accounting and reporting to support the IAEA's mandate.

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 logistical 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 (TAMS) 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

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 Discretion and Respect for Confidentiality Ability to act with tact, diplomacy, discretion and respect for confidentiality

Administrative Support Guidance and Training Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures

Administrative Support Informational and Workflow Management Ability to act as point of contact for MTIT for IT support issues that require divisional coordination such as hardware replacement schedule, software upgrades and IT service issues.

Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office and the ability to use databases

Administrative Support Records and Documents Administration Ability to maintain and coordinate updates of Divisional Intranet pages as well as the divisional electronic platform sites (e.g. SharePoint) liaising with appropriate counterparts and administering divisional access rights and updates.

Qualifications, Experience And Language Skills
  • Completed secondary education.
  • Minimum of five 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 (Arabic, Chinese, French, Russian and Spanish) is an asset.
  • Administrative skills test to IAEA standard might be part of the selection process.

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 50249 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity , Professionalism and Respect for diversity . Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.


MTBF-Division of Budget and Finance

Primary Location

Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

2023-03-08, 12:40:38 PM

Closing Date

2023-04-05, 9:59:00 PM

Duration in Months


Contract Type

Fixed Term - Regular

Probation Period

1 Year

Full Competitive Recruitment


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