Executive Assistant

Job Posting Organization:
The International Atomic Energy Agency (IAEA) is an international organization that serves as the world's nuclear inspectorate. Established in 1957, the IAEA is dedicated to promoting the peaceful use of nuclear energy while preventing its use for military purposes, particularly nuclear weapons. The agency operates in over 180 countries and employs a diverse workforce of experts in various fields related to nuclear science and technology. The IAEA's mission includes ensuring that nuclear materials are not diverted from peaceful activities and that there are no undeclared nuclear activities. The organization plays a crucial role in global nuclear safety and security" style="border-bottom: 1px dotted #007bff !important;">security, providing technical assistance and guidance to member states.

Job Overview:
The Executive Assistant position is a vital role within the IAEA's Department of Safeguards, which is responsible for ensuring compliance with nuclear non-proliferation agreements. The Executive Assistant will manage office support functions, ensuring the smooth operation of the Division and providing high-level executive assistance to the Director. This role requires a proactive approach to correspondence and records management, logistical coordination for meetings and travel, and overall administrative support. The Executive Assistant will be expected to maintain a high level of confidentiality and professionalism while managing various tasks that contribute to the Division's effectiveness. The position also involves liaising with other departments and external stakeholders, making it essential for the Executive Assistant to possess strong communication and organizational skills.

Duties and Responsibilities:

• Manage correspondence and records by receiving, reviewing, and screening all incoming documents, ensuring accuracy and completeness, and routing them appropriately.
• Compile responses and reports in accordance with corporate communication guidelines, drafting standard and non-routine correspondence, and preparing meeting minutes.
• Maintain the Division's records in compliance with corporate standards, serving as the Records Office Coordinator and recommending process improvements.
• Coordinate travel and logistics for the Director, including making travel arrangements, scheduling appointments, and preparing necessary background materials.
• Oversee the Time, Attendance and Leave Management System (TALMS) for the Division and manage the administration of the Director's office, including procurement and supplies.
• Provide guidance and support to General Service staff and coordinate office coverage assignments.
• Ensure compliance with security protocols and maintain awareness of secure areas within the Division.

Required Qualifications:

• Completed secondary education.
• Minimum of five years of general office support experience, preferably in an international environment.
• Proficiency in drafting routine correspondence and documents in accordance with established standards.
• Ability to maintain confidentiality and act with discretion.
• Strong administrative skills, including proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Ability to provide training and guidance to newly recruited office support staff.
• Excellent oral and written command of English; knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) is an asset.

Educational Background:
The position requires a completed secondary education. While higher education may be beneficial, it is not explicitly stated as a requirement. The focus is on relevant experience and skills rather than formal educational qualifications beyond secondary schooling.

Experience:
Candidates should have a minimum of five years of general office support experience, with some experience in an international environment being highly desirable. This experience should demonstrate the ability to manage administrative tasks effectively and support senior management in a dynamic work environment.

Languages:
A strong command of English is mandatory for this position, both orally and in writing. Knowledge of additional official IAEA languages such as Arabic, Chinese, French, Russian, and Spanish is considered an asset and may enhance a candidate's profile.

Additional Notes:
The IAEA offers an attractive remuneration package, including a tax-free annual net base salary starting at EUR 57,876, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to six weeks of annual vacation, a pension plan, and health insurance. The recruitment process is conducted on a local basis, and applicants should be aware that IAEA staff members are international civil servants who must adhere to the organization's ethical standards. The IAEA is committed to promoting a diverse workforce and ensuring gender equality in its recruitment practices. The evaluation process for applicants may include assessments and interviews, and appointment is subject to a satisfactory medical report.