This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant’s location.

Organizational Setting

The Department of Safeguards carries out the IAEA’s duties and responsibilities as the world’s nuclear inspectorate, supporting global efforts to stop the spread of nuclear weapons. The primary role of the Department is to develop and implement IAEA safeguards to ensure that there is no diversion of declared nuclear material from peaceful activities and no indications of undeclared nuclear material or activities in a State as a whole.

The Department comprises nuclear safeguards inspectors, responsible for carrying out inspections and verifications of all-safeguards relevant information for nuclear facilities in over 180 States; and technical staff responsible for a wide range of activities including: developing concepts and approaches for implementing safeguards; developing and maintaining safeguards equipment; providing analytical and laboratory services for sample analysis; collecting, evaluating and analysing safeguards-relevant information; providing information and communication technology infrastructure and services; and providing programme coordination support.

Main Purpose

The Executive Assistant coordinates office support in the Department, ensuring its smooth functioning, and provides executive assistance to the DDG.

Functions / Key Results Expected

Correspondence and Records Management

Receive, review and screen all incoming correspondence and documents, perform preliminary checks for accuracy and completeness, and ensure that correspondence is routed to the appropriate officer or area for action and/or information, retaining items which require the Department Head’s attention, attaching necessary information as needed and maintaining a follow-up system.

Prepare correspondence and reports for the Department Head. Draft and prepare standard and non-standard correspondence (emails, letters, memoranda) on own initiative and complete final drafts with a minimum of supervision according to corporate communication guidelines.

Ensure the Department’s records are maintained, stored and accessible according to corporate standards. As the Records Office Coordinator (ROC), assign and coordinate Records Office responsibilities, identify and recommend to ARMS (Archives and Records Management Section) process improvements relating to correspondence and records management, liaise with ARMS staff on records management issues, provide information to colleagues on records management standards and practices, facilitate electronic and paper file transfers and retrievals, and monitor records management exit procedures.

Identify and recommend related process improvements, utilizing central services and technology.

Meetings and logistics

Coordinate activities and travel — provide logistical support for the DDG’s activities, such as making travel arrangements, scheduling appointments and meetings and assembling background material required for the above activities.

Arrange official receptions given by the Department Head.

Administrative activities

Coordinate and follow up on administrative assignments and maintain deadlines.

Establish and maintain office support functions, such as ensuring office coverage. Coordinate services with other assistants in the Office, and within the Department.

As required, act as the backup for the Administrative Officer in reviewing and approving travel documents.

Competencies and Expertise

Core Competencies(Competency Framework)

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	Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions.
Client orientation	Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.
Judgement/decision making	Consults with supervisor/manager and takes decisions in full compliance with the Agency’s regulations and rules. Makes decisions reflecting best practice and professional theories and standards.
Knowledge sharing and learning	Actively seeks learning opportunities and actively shares knowledge and information with others; shares specialized knowledge, skills and learning from experience across different situations and contexts effectively.
Resilience	Maintains a high level of performance when facing pressure and uncertainty. Able to remain calm and self-controlled, and to respond logically and decisively in difficult situations.

Required Expertise

Function	Name	Expertise Description
Administrative Support	Discretion and Respect for Confidentiality	Ability to act with tact, diplomacy, discretion and respect for confidentiality
Other Technical Engineering	General Knowledge of the United Nations System	Knowledge of procedures and administrative guidelines in an international organization
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 2010 and the ability to use databases

Qualifications, Experience and Language skills

• Completed secondary education.
• Minimum of six 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.
• Administrative skills test to IAEA standard may be part of the process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 64965 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff

General Information

• The IAEA’s paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
• Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person’s race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
• The IAEA is committed to gender equality and to promoting a diverse workforce.
• Recruitment will be on a LOCAL BASIS only.
• Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity.
• The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

Evaluation process

• The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
• Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

• Appointment is subject to a satisfactory medical report.
• Staff members may be assigned to any location.
• The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements