Team Assistant
IAEA
Vienna, Austria
vor 13 Tg.

Organizational Setting

The Department of Nuclear Sciences and Applications implements the IAEA's Major Programme 2, "Nuclear Techniques for Development and Environmental Protection".

This Major Programme comprises individual programmes on food and agriculture, human health, water resources, environment and radiation technologies.

These programmes are supported by laboratories in Seibersdorf, Monaco and Vienna. The Major Programme's objective is to enhance the capacity of Member States to meet basic human needs and to assess and manage the marine and terrestrial environments through the use of nuclear and isotopic techniques in sustainable development programmes.

The Division of Physical and Chemical Sciences is responsible for assisting and advising Member States in research and development for the nuclear sciences, especially the physical and chemical sciences.

  • Specifically, the Division provides support to Member States in the following fields : production of radioisotopes and radiolabelled products for applications in health care and industry;
  • radiation source applications; research reactor utilization; applications of accelerators and nuclear instrumentation; nuclear and atomic data for applications;
  • controlled nuclear fusion and isotope hydrology and geochemistry.

    The Radioisotope Products and Radiation Technology Section is responsible for carrying out the IAEA's Radioisotope Production and Radiation Technology Programme and for assisting Member States in capacity building for development, production and quality assurance of reactor and cyclotron based medical isotopes and radiopharmaceuticals, as well as the adoption and utilization of radiation technology using gamma radiation, electron beams and X-

    rays for advanced materials development, remediation of hazardous pollutants and industrial processes.

    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 the administrative practices and procedures.

    Functions / Key Results Expected

    Correspondence and Records Management

  • Draft standard correspondence according to corporate communication guidelines. Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures.
  • On the basis of general instructions, search office files and records and select information for use by the supervisor(s) in preparing correspondence, reports, project or programme plans.

  • Prepare graphs, charts and other visual aids for use by the supervisor(s) or experts in seminars, meetings, workshops and presentations.
  • May prepare and format documents for Internet publication.

  • Responsible for the work unit's Records Office in terms of : maintaining file lists, finding aids, paper and electronic files according to corporate standards, liaising with ARMS (Archives and Records Management Section) staff on records management issues, providing information to colleagues on records management standards and practices, facilitating paper file transfers and retrievals, and ensuring the proper handling of records of separating staff members.
  • Meetings and logistics

  • Make arrangements for internal / external meetings, seminars and other events. This may require such activities as the implementation of logistics, preparation of invitation letters and the typing, compilation and distribution of working documents and other material.
  • Take and prepare minutes and / or notes of internal meetings.

  • Make travel and hotel arrangements, prepare travel authorizations / claims for the supervisor(s) and / or participants and compile, calculate and prepare cost estimates.
  • Administrative activities

  • Input, retrieve and assemble information into / from databases using commercial or IAEA specific software applications.
  • May calculate and prepare standard limited components of the programme and budget (e.g. printing requirements, consultancies) and the financial plan for the Unit / Section and may keep track of the financial budget / expenditure of the Unit / Section.
  • Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans.
  • On behalf of the supervisor, may distribute work among the other support staff of the Section, explaining work methods, assisting with routine problems and checking work in progress to ensure compliance with administrative rules and regulations.
  • Provide required support and / or backup to staff in executive offices.
  • Competencies and Expertise

    Core Competencies

    Name Definition Planning and OrganizingPlans 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. CommunicationCommunicates 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 ResultsTakes 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. TeamworkActively contributes to achieving team results. Supports team decisions.

    Functional Competencies

    Name Definition Analytical thinkingGathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.

    Client orientationEstablishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.

    ResilienceAble 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 SupportCorrespondence and Written CommunicationAbility to draft routine correspondence and correct documents in accordance with established standards and requirements Administrative SupportGuidance and TrainingAbility to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Proficiency in MS Office and the ability to use databases

    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 (Arabic, Chinese, French, Russian and Spanish) is an asset.
  • Remuneration

    The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 39360 (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.

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