Administrative Officer (P-4) , Vienna, Austria

Duty Station:	Vienna, Austria
Issue Date:	28 June 2012
Application Deadline:	8 August 2012
Type/Duration of Appointment:	Fixed term, 3 years (subject to a probationary period of 1 year)

Organizational Setting

The Department of Technical Cooperation (TC), through Major Programme 6 - Management of Technical Cooperation for Development, provides strategic direction for planning and works closely with Member States to formulate and implement the technical cooperation programme based on their identified needs, interests and priorities. Advice is received on key technical cooperation trends and issues from the Standing Advisory Group on Technical Cooperation (SAGTAC). The Department comprises four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America) and a Division of Programme Support and Coordination. The Administrative Officer reports to the Deputy Director General and leads a team of three. 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 Department's programme in an efficient and cost-effective manner through interaction with the IAEA's management services.

Role

The Administrative Officer is: (a) an adviser to major programme and programme managers on the means of implementation of programme 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 Department's activities, proposing to senior management solution-oriented options; (d) an advocate, representing the views and needs of the Department 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 Deputy Director General and managers 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 Deputy Director General in managing the Department's financial and staffing resources, including the coordination of programme and budget proposals, performance reviews and assessments, implementation and resource reviews, and reporting requirements. Manage 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. 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 Department's programme activities by facilitating and monitoring the 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. Authorize financial obligations as the delegated certifying officer for the Department.

Knowledge, Skills and Abilities

Thorough knowledge of programme management, human resources and budgeting concepts and principles. Thorough knowledge of the policies, practices and procedures applied in international organizations. Knowledge of technical cooperation processes an asset. 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 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. 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 any other official IAEA language (i.e. Arabic, Chinese, French, Russian or 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 $34 079*, 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 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.