Administrative Officer (P-3) - IAEA

Organizational Unit:	Programme and Resources Section Division of Concepts and Planning Department of Safeguards
Duty Station:	Vienna, Austria
Issue Date:	4 May 2011
Application Deadline:	15 June 2011
Type/Duration of Appointment:	Fixed term, 3 years (subject to a probationary period of 1 year)

Organizational Setting

The Department of Safeguards is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for more than 160 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries. The Department of Safeguards consists of six divisions: three operations divisions, A, B and C, for the implementation of verification activities around the world; and three support divisions, (i) Division of Concepts and Planning, (ii) Division of Information Management and (iii) Division of Technical Support; and the Office of Safeguards Analytical Services. The Division of Concepts and Planning is responsible for strategic planning, programme analysis and resource management for the Department, and for the development, design and standardization of safeguards concepts, approaches, procedures and training. The Programme and Resources Section is one of four sections in the Division of Concepts and Planning and is a service section for the whole Department. It deals with programme analysis and resource management, including budget and financial control, management information, human resources, designation of inspectors, travel, as well as a variety of other management and administrative issues. The Department of Safeguards has over 700 staff, an annual regular budget of over €120 million and an additional €21 million in extrabudgetary resources. The operating environment is participative, interactive, analytical and dynamic. Many sensitive issues require the utmost discretion.

Main purpose

The Administrative Officer ensures the provision of the administrative, and human resource (HR) support services required for implementation of the Department's programme in an efficient and cost-effective manner through interaction with the IAEA's management services.

Role

The Administrative Officer is: an adviser to major programme, programme and subprogramme managers on the means of implementation of programme activities; a planner, planning administrative actions within a complex framework of administrative, budgetary and HR policies; an analyst and facilitator, reviewing and analysing proposals for implementation of the Department's activities, proposing to senior management solution-oriented options; an advocate, representing the views and needs of the Department to the managerial services; and an approving/certifying officer within delegated authority.

Partnerships

The Administrative Officer provides advice to managers and staff throughout the Department on administrative policies and procedures and their implications for the Department, and on the most appropriate courses of action to support the implementation of programme activities, and also to administrative and General Service staff in the Department on departmental administrative procedures. He/she consults and liaises with managers, administrative, personnel, programme and budget officers, and other officers as needed, in all IAEA departments on matters affecting the administrative management of the Department and advocates its administrative requirements. The Administrative Officer advises staff at all levels and consults with them in order to find creative and proactive solutions to complex administrative problems.

Functions / Key Results Expected

Advise and support the management of the Department's staffing resources, including the coordination of staffing levels required for programme and budget proposals, performance reviews and assessments, implementation and resource reviews, and reporting requirements. Supervise the Department's HR requirements. This includes: screening and/or authorizing HR actions; managing recruitment and staffing campaigns, including panel processes, to ensure sourcing, selection and placement of desired talent; and projecting staffing requirements for vacancy management and HR planning. Support implementation of the Department's programme activities by facilitating and monitoring the organization of technical meetings, overseeing and controlling the invitation, travel and payment of consultants and experts, reviewing Departmental duty travel plans, advising on travel issues and approving travel claims, and providing authoritative administrative advice. Represent the Department, and provide advice and input concerning specific requirements to interdepartmental groups and bodies on administrative issues, systems and/or processes for administrative management, and other related activities. Participate in the continuous IAEA wide and Department specific improvement processes with a view to identifying and implementing enhancements to business practices and processes.

Knowledge, Skills and Abilities

Thorough knowledge of programme management, human resources and familiarity with budgeting concepts and principles. Thorough knowledge of the policies, practices and procedures applied in international organizations. Knowledge of fields of relevance to the programmes managed by the Department of Safeguards desirable. Specific knowledge of the UN Common System staff regulations and rules and of related policies highly desirable. Ability to understand and apply administrative management practices in a dynamic matrix management structure. Ability to anticipate problems and to propose innovative solutions and new approaches to enhance the management of resources and implementation of programmes. Demonstrated communication skills: Ability to present and communicate information in a clear and objective manner. Demonstrated interpersonal skills: Ability to exercise tact in dealing with staff at all levels; Ability to adapt and interact effectively in a multicultural team with respect and sensitivity for diversity. Demonstrated drafting skills in English.

Education, Experience and Language Skills

University degree in management, business administration, or a related field. Five years of relevant working experience in the management of human and financial resources, preferably in an international organization. Fluency in written and spoken English. Knowledge of any other official IAEA language (i.e. Arabic, Chinese, French, Russian or Spanish) and German desirable.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $56 018 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $36 524*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance. How to apply to the IAEA Complete an Online Application * Subject to change without notice

Applications from qualified women and candidates from developing countries are encouraged Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or to make an appointment with a modified job description or for shorter duration than indicated above. Testing may be part of the recruitment process.