Team Assistant

Job Description

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 Joint FAO/IAEA Centre of Nuclear Techniques in Food and Agriculture assists Member States of the Food and Agriculture Organization of the United Nations (FAO) and the IAEA in using nuclear techniques and related technologies to improve food security, alleviate poverty and promote sustainable agriculture. The Joint Centre consists of five Sections, each with an associated laboratory (located in Seibersdorf, 45 km south-east of Vienna), in the areas of: animal production and health; plant breeding and genetics; insect pest control; soil and water management and crop nutrition; and food safety and control.

The Food Safety and Control Section and Laboratory assist Member States in ensuring the safety and quality of food and agricultural commodities through the development of analytical techniques and application of food irradiation, focusing on the use of nuclear and related technologies in the management of food and environmental hazards and on strengthening capacities for nuclear emergency preparedness and response in agriculture.

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 Communication Communicates 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 Results Takes 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. Teamwork Actively contributes to achieving team results. Supports team decisions. Planning and Organizing Plans 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.

Functional Competencies

Name Definition Analytical thinking Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules. Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice. Resilience Able 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 Support Correspondence and Written Communication Ability to draft routine correspondence and correct documents in accordance with established standards and requirements Administrative Support Guidance and Training Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures Administrative Support MS 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.

English language test (level 2) to IAEA Standards.

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.

Closing Date: 2022-07-01, 5:59:00 AM