Deadline: 1 August 2015
The International Atomic Energy Agency (IAEA) is currently accepting applications from the eligible applicants for the post of Team Assistant based in Austria.
Reporting to a Section/Unit Head 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.
The IAEA is widely known as the world’s “Atoms for Peace” organization within the United Nations family. Set up in 1957 as the world’s centre for cooperation in the nuclear field, the Agency works with its Member States and multiple partners worldwide to promote the safe, secure and peaceful use of nuclear technologies.
Key Job Responsibilities
The Team Assistant will perform the following functions-
- Draft standard correspondence according to corporate communication guidelines. Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures.
- 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.
- 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.
- 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.
Eligibility Criteria
Applicants must have-
- Completed secondary education.
- Minimum of four years of general office support experience, some of which in an international environment.
- Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, adapt to constantly changing demands and multitask. Ability to manage a heavy workload under time pressure.
- Accuracy and ability to pay attention to details.
- Ability to work effectively in a team with peers as well as with multiple supervisors in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels as well as with external counterparts.
- Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures to be followed.
- Ability to convey verbal information effectively and to draft routine correspondence and correct documents in accordance with established standards and requirements.
- Ability to use initiative and judgment appropriate to situations.
- Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, PowerPoint), and the ability to use databases.
How to Apply
Applications must be submitted through online process.
For more information, please visit IAEA.
