Team Assistant

The Team Assistant provides administrative support to a group of professionals in the Decommissioning and Environmental Remediation Section, contributing to efficient office operations through correspondence management, meeting logistics, and administrative activities.

Responsibilities

• Draft standard correspondence according to corporate communication guidelines.
• Format letters, reports, technical documents, manuscripts, newsletters and other material in accordance with standard operating procedures.
• 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.
• Maintain file lists, finding aids, paper and electronic files according to corporate standards and liaise with Archives and Records Management Section staff on records management issues.
• Make arrangements for internal/external meetings, seminars and other events including logistics and preparation of invitation letters and working documents.
• Take and prepare minutes and/or notes of internal meetings.
• Make travel and hotel arrangements, prepare travel authorizations/claims and compile cost estimates.
• Input, retrieve and assemble information into/from databases using commercial or IAEA specific software applications.
• Calculate and prepare standard limited components of the programme and budget and 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.
• Distribute work among other support staff, explain work methods, assist with routine problems and check work in progress to ensure compliance with administrative rules and regulations.
• Provide required support and/or backup to staff in executive offices.

Requirements

• Completed secondary education.
• Minimum of four years of general office support experience, some of which in an international environment.
• Good 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 Assistance
• Correspondence Management
• Meeting Logistics
• Written Communication
• Oral Communication
• International Office Experience

Languages

English