Executive Assistant

Job Posting Organization:
The International Atomic Energy Agency (IAEA) is an international organization that serves as the world's nuclear inspectorate, established to promote the peaceful use of nuclear energy and to prevent the proliferation of nuclear weapons. The IAEA was founded in 1957 and has its headquarters in Vienna, Austria. The organization operates in over 180 countries and employs a diverse workforce dedicated to ensuring nuclear safety and security" style="border-bottom: 1px dotted #007bff !important;">security globally. The IAEA's mission includes developing and implementing safeguards to ensure that nuclear materials are not diverted from peaceful uses, and it plays a crucial role in international efforts to promote nuclear non-proliferation.

Job Overview:
The Executive Assistant position is critical for the smooth functioning of the Division within the IAEA. The role involves managing office support and providing executive assistance to the Director. The Executive Assistant will be responsible for handling correspondence, managing records, and ensuring that all incoming documents are reviewed and routed appropriately. This position requires a proactive approach to organizing the Director's schedule, including travel arrangements and meeting logistics. The Executive Assistant will also maintain the Time, Attendance and Leave Management System (TALMS) and oversee administrative activities within the Division. The ideal candidate will be expected to communicate effectively, manage multiple tasks, and support the overall objectives of the Division.

Duties and Responsibilities:
The Executive Assistant will perform a variety of duties including:

• Correspondence and Records Management: Receive and screen all incoming correspondence, ensuring accuracy and completeness. Maintain records according to corporate standards and serve as the Records Office Coordinator.
• Meetings and Logistics: Coordinate travel and logistics for the Director, including scheduling appointments and preparing necessary background materials.
• Administrative Activities: Manage the overall administration of the Director's office, including procurement and supplies. Maintain awareness of secure areas and provide guidance to General Service staff.
• Support and Backup: Provide support to other staff in executive offices and backup to the Administrative Assistant as needed.
• Process Improvement: Identify and recommend improvements in correspondence and records management processes.

Required Qualifications:
Candidates must have completed secondary education and possess a minimum of five years of general office support experience, preferably in an international environment. Proficiency in MS Office applications is required, along with the ability to draft routine correspondence and manage confidential information with discretion. Candidates should also demonstrate strong organizational skills and the ability to provide training and guidance to new staff.

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

Experience:
The position requires a minimum of five years of general office support experience. Experience in an international environment is highly desirable, as it provides the candidate with a better understanding of the IAEA's operational context and the complexities involved in international administrative support.

Languages:
Fluency in English, both oral and written, is essential. 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 59,439, 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, and applicants should be aware that IAEA staff members are international civil servants. The organization is committed to diversity and gender equality in its workforce and has a zero-tolerance policy for misconduct. The evaluation process for applicants will include a review of submitted information, potential assessment exercises, and interviews. Appointment is subject to a satisfactory medical report, and staff members may be assigned to any location.