Team Assistant

Organizational Context

The Department of Safeguards functions as the IAEA's global nuclear inspectorate, dedicated to preventing the proliferation of nuclear weapons. It plays a crucial role in developing and implementing safeguards to ensure that declared nuclear material is not diverted for peaceful purposes and that no undeclared nuclear activities exist within a State.

Job Purpose

The Team Assistant provides essential administrative support to a Section/Unit Head and a group of professionals, ensuring the efficient operation of the office. This role involves offering assistance and guidance on administrative practices and procedures, thereby contributing to the overall effectiveness of the team's work. The position is key to maintaining smooth daily operations and facilitating the professional staff's focus on their core responsibilities within the Department of Safeguards.

Responsibilities

Manage correspondence, including drafting standard communications and formatting various documents such as reports and technical materials according to established guidelines. Maintain office files and records, both paper and electronic, liaising with the Archives and Records Management Section. Organize meetings, seminars, and events, handling logistics, invitations, and document distribution. Prepare minutes and notes for internal meetings. Arrange travel and process claims for supervisors and participants, including cost estimations. Input and retrieve data from databases, assist with budget components, and track expenditures. Update and maintain information databases, including mailing lists and work plan status. Distribute work among support staff, provide guidance on methods, and check progress to ensure compliance with regulations. Offer support and backup to executive office staff.

Work Experience

A minimum of four years of general office support experience is required, with some experience in an international setting being advantageous.

Skills

Proficiency in planning and organizing, clear and concise communication, and achieving results. Ability to analyze information, maintain client orientation, exercise sound judgment, share knowledge, and demonstrate resilience. Expertise in correspondence and written communication, providing administrative guidance, and using MS Office Suite (Word, Excel, Outlook, PowerPoint) and databases.

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