Administrative Officer (P-4)

Position and Grade:	Administrative Officer (P-4)
Organizational Unit:	Director General's Office for Coordination
Duty Station:	Vienna, Austria
Issue Date:	3 September 2013
Application Deadline:	14 October 2013
Type/Duration of Appointment:	Fixed term, 3 years (subject to a probationary period of 1 year)

Organizational Setting

The Director General's Office for Coordination provides leadership and coordination of policy for all IAEA activities at the executive level for meeting Member States' needs, and achieving a one-house culture and a results-based management approach. The Administrative Officer reports to the Special Assistant to the Director General for Management. The operating environment is participative and interactive, as well as independent and analytical. Many sensitive issues require the utmost discretion.

Main purpose

The Administrative Officer ensures the provision of the administrative, financial and human resource (HR) support services required for implementation of the Director General's Office for Coordination and the Offices reporting to the Director General subfunctions in an efficient and cost-effective manner through interaction with the IAEA's management services.

Role

The Administrative Officer is: (a) an adviser to the subfunction managers on the means of implementation of the subfunction activities; (b) a planner, planning administrative actions within a complex framework of administrative, financial and HR policies; (c) an analyst and facilitator, reviewing and analyzing proposals for implementation of the Offices' activities, proposing to senior management solution-oriented options; (d) an advocate, representing the views and needs of the Offices to the managerial services; (e) a team leader, ensuring the provision of efficient and effective service and (f) an approving/certifying officer within delegated authority.

Partnerships

The Administrative Officer provides advice to the Special Assistant to the DG for Management and the Directors of the Offices reporting to the DG on administrative policies and procedures and their implications for the Offices, and on the most appropriate courses of action to support the implementation of the subfunctions, and also to administrative and General Service staff in the Offices on administrative procedures. He/she consults and liaises with managers, administrative, human resources, programme and budget officers, and other officers as needed, in all IAEA departments on matters affecting the administrative management of the Offices and advocates their 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 Special Assistant to the DG for Management and the Directors of the Offices reporting to the DG in managing the Offices' financial and staffing resources, including the coordination of subfunctions and budget proposals, performance reviews and assessments, implementation and resource reviews, and reporting requirements. Manage the Offices' 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. Plan, organize, manage and evaluate the work of the team, continuously reviewing effectiveness, focusing on priorities and driving for excellence in line with the IAEA's quality management and results-based programming approach. Support implementation of the Offices' subfunction activities by facilitating and monitoring the travel and payment of staff, consultants and experts, reviewing Offices' duty travel plans, advising on travel issues and approving travel claims, and providing authoritative administrative advice. Represent the Offices, 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 Offices-specific improvement processes with a view to identifying and implementing enhancements to business practices and processes. Authorize financial obligations as the delegated certifying officer for the Offices.

Knowledge, Skills and Abilities

Thorough knowledge of subfunction management, human resources and budgeting concepts and principles. Thorough knowledge of the policies, practices and procedures applied in international organizations. Specific knowledge of the UN Common System financial and 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 the subfunctions. 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. Minimum of seven years of relevant working experience in the management of human and financial resources, of which five years thereof at the international level, preferably in a UN organization. Fluency in written and spoken English. Knowledge of other official IAEA languages (i.e. Arabic, Chinese, French, Russian, Spanish) an asset. Knowledge of German desirable.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $67 483 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $42 987*, 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. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. 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 with a different contract type, 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.