Vienna, Austria
IAEA Vienna, Austria
Staff Council Executive Assistant(G5)
( 2020/0239 (080585) )
Organization: MTHR-Office of the Staff Council
Primary Location: Austria-Vienna-Vienna-IAEA Headquarters
Job Posting: 2020-04-30, 8:41:40 AM
Contract Type : Temporary Assistance
Regular
Probation Period : 1 Year
Type of Appointment
Either a fixed-term appointment (if the candidate already holds a fixed-term or fixed-term/long-term appointment) or Temporary Assistance appointment (in all other cases) may be offered.
Organizational Setting
The Division of Human Resources (MTHR), within the Department of Management, plans, acquires and manages human resources to effectively implement the IAEA programmes. It thus delivers the full spectrum of human resource services, including HR organizational development and planning, talent acquisition and development, performance management, and administration of compensation and benefits. The Division serves a multicultural workforce of approximately 2300 people from diverse scientific, technical, managerial and professional disciplines.The Staff Association is to safeguard the rights and promote the interests and welfare of all members of the Agency’s staff, and to ensure that working conditions are in accordance with the principles of the United Nations Charter, the Universal Declaration of Human Rights, the Statute of the Agency and the Staff Regulations and Rules of the Agency.
Main Purpose
The Staff Council Executive Assistant provides executive assistance to the President of the Staff Council ensuring the smooth functioning of the office of the Staff Council, Staff Services Office, and Staff Association Souvenir Shop.
Functions / Key Results Expected
Correspondence and Records Management:
- Cover the front desk of the Staff Council Office and maintain the schedule of the Staff Council President;
- Receive and review requests/correspondence both from inside and from outside the IAEA and take appropriate action;
- Compile responses according to corporate communication guidelines, as well as reports and ensure adherence to deadlines; draft standard non-routine correspondence, prepare meeting minutes and type reports and documents as required;
- Ensure Staff Council’s records of all documents/reports are maintained, stored and accessible according to corporate standards, thereby enabling Staff Representatives and Contributing members to consult and obtain documents and information of interest to them.
Meetings and Logistics:
- Provide guidance on office procedures and working methods to Staff Association members;
- Provide logistical support to the Polling Officers with respect to elections as stipulated by the established Rules and Procedures and Statute of the Staff Association;
- Initiate low-value purchase orders for office equipment and supplies and souvenir items as required;
- Verify invoices against delivery papers prior to payment by the Staff Council Treasurer and update quantities and prices in the Souvenir Shop Point of Sale system;
- Provide effective arrangements for Staff Council meetings, Staff Assembly and other meetings or events by ensuring availability of meeting/conference rooms, services and all related facilities, as necessary;
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- Provide logistical support for the Staff Council President’s activities as well as for other Staff Representatives, scheduling appointments and meetings and assembling background material required for the above activities;
- Initiate travel requests in accordance with established rules and regulations, coordinate internal approvals and forward invoices and payment instructions to the Staff Council Treasurer.
Administrative activities:
- Liaise with various stakeholders and compile contents for reports of the Staff Council and coordinate its timely editing, printing and distribution;
- Liaise with the Staff Council Webmaster to ensure that the website is up to date;
- Organize training for Staff Representatives: liaise with facilitators/lecturers, on schedule, travel and accommodation, verify availability of training room(s), equipment and necessary material and facilities;
- Draft the minutes of the Staff Council meetings.
Competencies and Expertise
Core Competencies
NameDefinition
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.
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.
Functional Competencies
NameDefinition
Analytical thinking
Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.
Client orientation
Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.
Resilience
Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.
Required Expertise
FunctionNameExpertise Description
Legal
Agency’s Statute, Rules of Procedures, Regulations, Practices and Precedents
Knowledge of Staff Regulations and Rules, as well as of administrative processes relating to staff/personnel matters.
Administrative Support
Data and Information Analysis and Reporting
Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
Administrative Support
Guidance and Training
Ability to provide guidance to members of the Staff Association on administrative practices and procedures to be followed.
Administrative Support
MS Office (Word, Excel, Outlook, PowerPoint)
Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, PowerPoint), and the ability to use databases.
Qualifications, Experience and Language skills
- Completed secondary education.
- A minimum of five 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.
- English language test (Level 2) to IAEA standard.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 46536 (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.
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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.
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