Supervisor, Visa and Customs Unit (G-6)

Organizational Unit:	Visa and Customs Unit Transport and General Support Section Division of General Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	22 March 2013
Application Deadline:	21 April 2013
Type of Appointment:	Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes:	2.N.02.b

Organizational Setting

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, works with the press to help clarify the technically complex work of the IAEA, and ensures that all Board documents are translated and distributed on a timely basis to Member States. The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections. The Transport and General Support Section is responsible for the handling of shipment/removals and storage of household goods and IAEA official vehicles. It also prepares and processes petrol tax refunds for official vehicles and diplomats, issues and renews Austrian residency permits ('legitimation' cards) for eligible staff members, experts, fellows, consultants, and interns.

Main Purpose

Reporting to the Section Head, the Supervisor of the Visa and Customs Unit ensures that the Unit functions smoothly and effectively in a customer service-oriented atmosphere. He/she is responsible for providing expertise and assistance on matters involving issuance of Austrian/foreign visas, UN Laissez-Passer documents, handling customs-free imports, diplomatic privileges, including obtaining VAT refunds, petrol tax refunds, customs declarations, and issuance of 'legitimation' cards.

Working Relationships

The Supervisor is in daily contact with staff at large and outside counterparts (Ministry for European and International Affairs of Austria, Ministry of Interior, Ministry of Finance, foreign Embassies and Consulates). Contacts involve discussion or explanation, and sometimes negotiation. The Supervisor also liaises with and/or seeks advice and support from other programme areas (Division of Human Resources, Office of Legal Affairs, Director General's Office for Policy) on matters relevant to the work.

Functions / Key Results Expected

Plan and administer work schedules, assign and explain tasks, define goals, set priorities, and oversee all aspects of the Unit's activities. Responsible for conducting performance reviews with staff of the Unit and coordinating leave requests. Maintain and administer adequate cross-training in order to ensure a consistently high level of customer service during peak periods or leave absences of staff in the Unit. Prepare and analyse output statistics in support of improved procedures and work processes. Attend relevant meetings. Chart workflow processes with the aim of ensuring that streamlining is achieved. Advise staff regarding their privileges and entitlements with respect to duty free imports of goods and reimbursement for or exemption from taxes levied on goods and services within the European Union. Keep up-to-date with all work-related provisions of the Headquarters Agreement, established laws, rules and procedures. Process requests for the following: reimbursement for or exemption from such customs and taxes according to established administrative procedures, including verifying and submitting to the appropriate authorities value added tax (VAT) claims for staff with diplomatic status; official and private customs/EU declarations; all matters involving issuance of Austrian/foreign visas and 'legitimation' cards. Provide assistance with information regarding obtaining Austrian citizenship and resident permits for retirees.

Knowledge, Skills and Abilities

Thorough knowledge of consular services in regard to visa requirements. Established ability to supervise and delegate activities to a diverse workforce and to cope with a variety of situations under pressure. Focus on quality: Accuracy and ability to pay attention to details. Interpersonal skills: Ability to work effectively in a team with peers as well as with multiple supervisors in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels as well as with external counterparts. A high degree of confidentiality and tact required. Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and write reports, performance reviews, etc. Analytical skills: Ability to use initiative and judgment appropriate to situations. Ability to interpret rules and procedures and to find innovative solutions to administrative problems that may arise. Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to constantly changing demands and multitasking under time pressure. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, PowerPoint) and ability to use databases.

Education, Experience and Language Skills

Completed secondary education. Minimum of six years of proven work process coordination and organizational skills, with five years of proven supervisory experience required. Familiarity with privileges and immunities as established in the IAEA Headquarters Agreement, IAEA policy, or comparable experience preferably in an international environment. English Language Test (Level 2) to IAEA standard. Good command of written and spoken English. Fluency in both spoken and written German is highly desirable. Knowledge of other IAEA official languages (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €47 536 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online athttp://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only.Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

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.