Executive Assistant

Organizational Context

The Department of Safeguards is the IAEA's nuclear inspectorate, dedicated to global efforts to prevent the spread of nuclear weapons. It ensures that declared nuclear material is not diverted for peaceful purposes and that there are no indications of undeclared nuclear activities. This role supports the Division of Technical and Scientific Services, which provides essential equipment and expertise for the Department's mandate.

Job Purpose

The Executive Assistant is responsible for managing the office support functions within the Division of Technical and Scientific Services, ensuring the smooth and efficient operation of the office. This role provides crucial executive assistance to the Director, facilitating their work and enabling effective leadership. The position involves comprehensive administrative support, including managing correspondence, coordinating meetings and travel, and overseeing various office operations to ensure seamless support for the Director and the Division's activities.

Responsibilities

Manage all incoming correspondence and documents, ensuring accurate routing, follow-up, and compilation of responses. Draft standard and non-routine correspondence, prepare meeting minutes, and type reports. Serve as the Records Office Coordinator, maintaining records, liaising with ARMS, and recommending process improvements. Coordinate travel arrangements, schedule appointments, and prepare travel plans for the Director. Administer the Director's office, including procurement, supplies, and equipment requests, and monitor office costs. Manage time, attendance, and leave systems. Oversee office space arrangements and maintain awareness of secure areas. Provide guidance and support to other General Service staff, coordinate office coverage, and offer backup support to executive offices and the Administrative Assistant.

Work Experience

A minimum of five years of general office support experience is required, with some experience gained in an international environment being advantageous.

Skills

Proficiency in planning and organizing, clear and concise communication, achieving results, analytical thinking, client orientation, and resilience. Expertise in correspondence and written communication, discretion and respect for confidentiality, providing guidance and training, and advanced MS Office skills (Word, Excel, Outlook, PowerPoint) are essential.

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