Team Assistant(G4)

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 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.

      📚 𝗗𝗶𝘀𝗰𝗼𝘃𝗲𝗿 𝗛𝗼𝘄 𝘁𝗼 𝗚𝗲𝘁 𝗮 𝗝𝗼𝗯 𝗶𝗻 𝘁𝗵𝗲 𝗨𝗡 𝗶𝗻 𝟮𝟬𝟮𝟯! 🌍🤝 𝗥𝗲𝗮𝗱 𝗼𝘂𝗿 𝗡𝗘𝗪 𝗥𝗲𝗰𝗿𝘂𝗶𝘁𝗺𝗲𝗻𝘁 𝗚𝘂𝗶𝗱𝗲 𝘁𝗼 𝘁𝗵𝗲 𝗨𝗡 𝟮𝟬𝟮𝟯 𝘄𝗶𝘁𝗵 𝘁𝗲𝘀𝘁 𝘀𝗮𝗺𝗽𝗹𝗲𝘀 𝗳𝗼𝗿 𝗨𝗡𝗛𝗖𝗥, 𝗪𝗙𝗣, 𝗨𝗡𝗜𝗖𝗘𝗙, 𝗨𝗡𝗗𝗦𝗦, 𝗨𝗡𝗙𝗣𝗔, 𝗜𝗢𝗠 𝗮𝗻𝗱 𝗼𝘁𝗵𝗲𝗿𝘀! 🌐

      ⚠️ 𝐂𝐡𝐚𝐧𝐠𝐞 𝐘𝐨𝐮𝐫 𝐋𝐢𝐟𝐞 𝐍𝐨𝐰: 𝐏𝐨𝐰𝐞𝐫𝐟𝐮𝐥 𝐓𝐞𝐜𝐡𝐧𝐢𝐪𝐮𝐞𝐬 𝐡𝐨𝐰 𝐭𝐨 𝐠𝐞𝐭 𝐚 𝐣𝐨𝐛 𝐢𝐧 𝐭𝐡𝐞 𝐔𝐧𝐢𝐭𝐞𝐝 𝐍𝐚𝐭𝐢𝐨𝐧𝐬 𝐍𝐎𝐖!

      Competencies and Expertise

      Core Competencies(Competency Framework)NameDefinition  CommunicationCommunicates 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 ResultsTakes 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.  TeamworkActively contributes to achieving team results. Supports team decisions.  Planning and OrganizingPlans 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 CompetenciesNameDefinition  Analytical thinkingGathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.  Client orientationEstablishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.  Judgement/decision makingConsults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.  Knowledge sharing and learningActively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.  ResilienceAble to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

      Required ExpertiseFunctionNameExpertise Description   Administrative SupportCorrespondence and Written CommunicationAbility to draft routine correspondence and correct documents in accordance with established standards and requirements.   Administrative SupportGuidance and TrainingAbility to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures.   Administrative SupportMS 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.

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 40394 (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

Evaluation process

Appointment information