Programme Assistant

The Programme Assistant provides administrative support to the organization of conferences, workshops and meetings, manages administrative arrangements in the Section, and assists the Section Head and professional staff. The role supports logistical arrangements, administrative activities, correspondence, and document management within the Insect Pest Control Section.

Responsibilities

• Assist in the organization of conferences, workshops, seminars and research coordination/consultants' meetings by communicating with participants and making travel and meeting arrangements.
• Coordinate activities and travel for Section staff members, provide logistical support such as scheduling appointments and assembling background material.
• Review travel requests for accuracy and prepare quarterly travel plans.
• Provide administrative support to coordinated research projects including contract renewals, financial plan maintenance, and expenditure updates.
• Support technical backstopping of in-house Technical Cooperation projects including procurement requests, expert requests, technical reports and evaluation.
• Manage overall administration of the Section's office including procurement, supplies, equipment and furniture requests.
• Provide support in preparation of programme and budget, annual reports, programme performance appraisal and publishing/printing requirements.
• Coordinate office coverage and perform other related duties as required by the Section Head.
• Proofread technical documents and publications for spelling, punctuation, grammar, syntax, completeness and style adherence.
• Collate information for the semi-annual newsletter and maintain the Subprogramme's website.
• Maintain and update the Subprogramme's contact/mailing list and assist in database development.
• Receive, review and screen incoming correspondence and documents, route appropriately and maintain follow-up system.
• Draft standard and non-routine correspondence, prepare meeting minutes and type reports and documents as required.

Requirements

• Completed secondary education.
• 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.
• Administrative skills testing to IAEA standard might be part of the selection process.

Skills

• Office Support
• Administrative Support
• Conference Organization
• Workshop Coordination
• Meeting Management
• Document Management
• Correspondence Handling
• Logistical Arrangements
• English Language Proficiency
• International Environment Experience

Languages

English