Organizational Setting

Assignment

• Assist the Director in organizing various activities and appointments, collecting/compiling information, background and statistical data, and compiling working papers prior to meetings, conferences and appointments. Prepare minutes of meetings as required.
• Monitor budget and expenditure and maintain records of financial allocations and expenditures for the Director's Office; Ensure adherence to administrative and financial procedures in accordance with the IAEA's Financial Regulations and Rules.
• Coordinate the planning and preparation of procurement and travel plans for the Director's Office. Prepare and update leave plans, home leave, duty travel documents of the staff in the Director's Office.
• Screen all incoming correspondence and documents; ensure that correspondence has been routed to appropriate officers for action or information, follow-up pending matters to ensure that deadlines are met. Proofread correspondence from the Sections prior to the Director's signature for typographical errors and verify adherence to the IAEA's standards and correspondence instructions. draft routine correspondence (emails, letters, memoranda), as required.
• Establish and maintain office assistant functions such as ensuring office coverage, electronic and hardcopy filing on various subject matters pertinent to the diverse activities of the Office e.g. maintain front office files and coordinate filing with the other office assistants in the Office in order to be able to retrieve speedily, on request, documents from such files.
• Prepare background material and provide information and advice to staff of the Division as required.
• Attend to the telephone, screen the calls, take messages, and provide information to staff and representatives from Member States.
• Perform other duties consistent with the level of the post as required by the Director.

Knowledge, Skills and Abilities

• Knowledge of automated travel systems, such as the Agency's Travel, Lodging and Subsistence System (ATLAS), and financial systems, such as the IAEA's Financial Tracking System (FINTRACK), the Agency Financial Information Management System (AFIMS), the Programme and Budget Information System (PROBIS) and the Automated Procurement System (APS) an advantage.
• Very good knowledge of administrative procedures and practices including human resources, finance and budget in an international organization. This includes a good knowledge of the computer applications supporting these functions.
• Knowledge of business processes, such as ITSM/ITIL Processes and Prince2.
• Good analytical skills and the ability to present information in such a manner as to enable comprehensive access to the data.
• Strong interpersonal skills to work effectively in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels, as well as other external counterparts.
• Excellent communication skills. Ability to draft routine correspondence, correct, compile, summarize and present information as required.
• Proven organizing skills: Ability to work independently, to adapt to constantly changing demands, to establish priorities and respect deadlines.
• Good working knowledge of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint), which is the IAEA's standard.
• English typing (Level 1) and English language tests (Level 1) to IAEA standard.
• Excellent knowledge of both spoken and written English. Knowledge of German and/or another official IAEA language (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

Education and Experience

• Completed secondary education.
• At least seven years of relevant experience in clerical/administrative positions, including in an international environment.
• Experience working with financial data.

Remuneration

How to Apply