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Team Assistant

International Atomic Energy Agency

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Job Description

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Description

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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, 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 Human Health is organized into four Sections whose objectives are to enhance the capabilities of Member States to address needs related to the prevention, diagnosis and treatment of health problems through the development and application of nuclear techniques within a framework of quality assurance.
The Nutritional and Health-Related Environmental Studies Section’s aim is to assist Member States in combating malnutrition throughout the human lifecycle by contributing technical expertise in the use of nuclear techniques, in particular stable isotope techniques, for the development and evaluation of nutritional interventions. Malnutrition covers a wide spectrum, the priority areas of which include maternal and child nutrition, obesity and non-communicable disease prevention, and food based strategies to combat micronutrient deficiencies.
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:
  • High School Diploma – 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 set to IAEA standard might be part of the selection process. 

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