Team Assistant

The Team Assistant provides administrative support to a group of professionals within the SGIM-Declared Information Analysis Section, contributing to the efficient operation of the office by assisting with correspondence, records management, meetings, logistics, and other 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 supervisors in preparing correspondence, reports, project or programme plans.
• Prepare graphs, charts and other visual aids for use in seminars, meetings, workshops and presentations.
• Maintain the work unit's Records Office including file lists, finding aids, paper and electronic files according to corporate standards.
• Liaise with Archives and Records Management Section staff on records management issues.
• Provide information to colleagues on records management standards and practices.
• Facilitate paper file transfers and retrievals and ensure proper handling of records of separating staff members.
• 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 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 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.
• Excellent oral and written command of English.
• Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• Ability to draft routine correspondence and correct documents in accordance with established standards and requirements.
• Ability to provide training and guidance to newly recruited office support staff, advising them on the administrative practices and procedures.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) and the ability to use databases.
• Administrative skills test to IAEA standard may be part of the process.

Skills

• Office Support
• International Office Experience
• English Writing
• Document Drafting
• Administrative Procedures
• Staff Training
• MS Word
• MS Excel
• Microsoft Outlook
• MS PowerPoint
• Database Use
• Records Management Projects
• Meeting Coordination
• Logistical Support

Languages

English