Executive Assistant

Job Posting Organization:
The International Atomic Energy Agency (IAEA) is an international organization that was established in 195

• Its mission is to promote the peaceful use of nuclear energy and to inhibit its use for any military purpose, including nuclear weapons. The IAEA has a workforce of approximately 2,500 employees and operates in over 170 countries. The organization is headquartered in Vienna, Austria, and has additional laboratories in Seibersdorf and Monaco. The IAEA's Major Programme 2 focuses on 'Nuclear Techniques for Development and Environmental Protection', which includes various programs aimed at enhancing the capacity of Member States to meet basic human needs and manage environmental challenges through nuclear and isotopic techniques.

Job Overview:
The Executive Assistant plays a crucial role in managing the office support within the Division, ensuring that all operations run smoothly. This position involves providing executive assistance to the Director, which includes handling correspondence, managing records, and coordinating meetings and logistics. The Executive Assistant is expected to maintain a high level of organization and efficiency, ensuring that the Director's office is well-supported in all administrative functions. This role requires a proactive approach to problem-solving and the ability to work collaboratively with other staff members to achieve the Division's objectives. The Executive Assistant will also be responsible for maintaining the Time, Attendance and Leave Management System (TALMS) and overseeing the administration of the Director's office, including procurement and supplies management.

Duties and Responsibilities:
The Executive Assistant will be responsible for a variety of tasks including: managing correspondence and records, ensuring all incoming documents are screened for accuracy, and routing them appropriately. The assistant will compile responses and reports, draft correspondence, prepare meeting minutes, and maintain the Division's records according to corporate standards. Additionally, the Executive Assistant will coordinate travel arrangements for the Director, manage logistics for meetings, and maintain the Division's administrative systems. This includes overseeing costs related to printing and publications, administering office space arrangements, and providing guidance to other staff members. The role also involves acting as a liaison with the Archives and Records Management Section to improve records management processes.

Required Qualifications:
Candidates must have completed secondary education and possess a minimum of five years of general office support experience, ideally in an international environment. Proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint) is essential, along with the ability to draft routine correspondence and manage confidential information with discretion. The candidate should also demonstrate strong communication skills and the ability to provide training and guidance to new staff members.

Educational Background:
A completed secondary education is required for this position. Additional qualifications or certifications in administrative support or related fields may be beneficial but are not explicitly stated as mandatory.

Experience:
The position requires a minimum of five years of general office support experience. Experience in an international environment is preferred, as it provides a better understanding of the unique challenges and dynamics of working within a global organization like the IAEA.

Languages:
A strong command of English, both oral and written, is mandatory. Knowledge of other official IAEA languages such as Arabic, Chinese, French, Russian, and Spanish is considered an asset and may enhance a candidate's application.

Additional Notes:
The IAEA offers an attractive remuneration package, including a tax-free annual net base salary starting at EUR 57,876, along with benefits such as six weeks of annual vacation, a pension plan, and health insurance. The recruitment process is conducted on a local basis only, and applicants should be aware that IAEA staff members are international civil servants who must adhere to the organization's ethical standards. The evaluation process may include an assessment exercise and a competency-based interview, and candidates may be subject to reference and background checks. Appointment is contingent upon a satisfactory medical report.