Team Assistant

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, marine 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 Division of IAEA Marine Environment Laboratories consists of three laboratories, which are located in Monaco. The Division supports Member States in enhancing their capacity to use nuclear and isotopic techniques to understand marine and atmospheric environmental processes and dynamics, and to identify and address environmental problems caused by radioactive and non-radioactive pollutants and climate change.

The Radiometrics Laboratory has expertise in the fields of marine radioactivity measurements, development of radioanalytical methods, low-level counting, modelling of marine dispersion and transfer of radionuclides, environmental and radiological assessments, marine database management, and radiotracer applications in oceanographic, pollution and climate studies. It collaborates with Member States to assist them in their development and to implement capacity building technical cooperation projects. It operates underground low-level counting facilities and is accredited for the production of Reference Materials. It also helps them to prepare for radiological emergency situations, carries out missions at sea, supports analytical quality in Member States laboratories and provides training.

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.

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.
• Administrative skills testing to IAEA standard might be part of the selection process

Source: https://iaea.taleo.net/careersection/ex/jobdetail.ftl?job=2024/0668%20(012568)