IAEA Vienna, Austria
Legal Assistant (General Legal)(G5)
( 2019/0332 (003593) )
Organization: OLA-General Legal Section
Primary Location: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2019-11-19, 5:09:11 PM
Contract Type : Fixed Term
Probation Period : 1 Year
The Director General’s Office for Coordination (DGOC) provides leadership and coordination for all IAEA activities at the executive level for meeting Member States’ needs, and achieving a one-house approach and a results-based management.
The Office of Legal Affairs, which reports directly to the Director General, provides legal services of the highest possible standards to the Director General, the Secretariat and to the organs and bodies of the IAEA, as well as to Member States, regarding the implementation of the IAEA’s activities.
The General Legal Section is primarily responsible for providing legal advice and support to all areas of the Secretariat to ensure that the IAEA’s activities (particularly administrative and corporate matters relating to, inter alia, human resources; audits; contracts and other commercial agreements; financial regulations and rules; procurements; and relationship agreements with Member States, the United Nations, cooperating institutions and other international organizations) are in line with applicable agreements, regulations, rules, policies and relevant jurisprudence.
Reporting to the Section Head and providing support to the Section Head and a group of Legal Officers, the Legal Assistant contributes to the efficient operation of the office by, inter alia, performing front office management duties for the Section Head, finalizing contracts and agreements and ensuring that signed originals are properly recorded and stored in hard copy and electronic versions, logging requests for legal advice into and out of the Section’s logbook, running data reports on the logbook, providing legal research using OLA’s electronic data management system, and preparing files for meetings.
Functions / Key Results Expected
- Provide assistance to the Section Head and other Legal Officers of the Section with document preparation, inter alia in connection with contracts and agreements and their annexes. Review documents to ensure conformity with templates, prepare IOM for signature by the Section Head for return of completed assignment to the requesting Division.
- Serve as custodian of signed originals of contracts and agreements; liaise with the relevant technical Divisions to ensure receipt of full texts of those documents, including full annexes. Manage the list of all final contracts and agreements signed by the Agency, ensuring that it is up to date and that all final texts are available and properly filed, both in hard copy and electronically.
- Perform research using OLA’s electronic data management system such as searching for and reviewing precedents for their applicability to current requests for advice and discussion of results with Section Head or Legal Officer.
- Manage logbook entries for incoming and completed tasks and act as the contact point for the General Legal Section logbook-related matters. Keep track of status and generate weekly data reports from the logbook to aid organizational overview and in preparation for status meetings with client Divisions. Communicate with client offices regarding establishment of deadlines, as required. Follow up with Legal Officers to ensure deadlines are met.
- Provide front office support to the Section Head including preparation of draft correspondence, calendar management, meeting scheduling, telephone coverage, duty travel arrangements.
- Provide support for attendance at conferences, meetings and seminars such as preparation of working files, including gathering all appropriate background documents from internal OLA files and/or external information sources, including from other IAEA offices.
- Prepare PowerPoint presentations for conferences, meetings and seminars by e.g. gathering inputs from internal OLA files and/or external information sources, including from other IAEA offices.
- Assist in providing input for documents and reports for meetings of the Board of Governors and General Conference by reviewing previous versions of such documents, and/or gathering information from internal OLA files, as requested by the Section Head or Legal Officers.
- Solicit inputs from Legal Officers in response to requests for inputs to briefs for the Director General, compile information received and prepare a comprehensive response to DGOC.
- Undertake other assignments as required and consistent with the level of the post.
Competencies and Expertise
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.
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.
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.
Actively contributes to achieving team results. Supports team decisions.
Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Knowledge sharing and learning
Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.
Correspondence and Written Communication
Ability to draft routine correspondence and correct documents in accordance with established standards and requirements.
Knowledge of electronic document management systems, such as Livelink.
Filing and Archiving
Knowledge of electronic records management systems, such as the Agency’s Archives and Records Management system (ARMS).
MS Office (Word, Excel, Outlook, PowerPoint)
Proficiency in MS Office and the ability to use databases
Knowledge of an electronic travel system, such as the IAEA’s Travel Request and Claim System (TRAC).
Qualifications, Experience and Language skills
- Completed secondary education.
- Minimum of five years of relevant working experience, some of which in an international environment.
- Good 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 standard.
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 45534 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance
Appointment is subject to a satisfactory medical report. 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.
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. 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.