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Organizational Setting |
The Division of Budget and Finance (MTBF) ensures the continued confidence of the Board of Governors and Member States in the financial management of the IAEA and delivers relevant services efficiently and effectively in support of all IAEA programmes.
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Assignment |
To provide senior administrative support as required by the Director of the Division in accordance with the Agency's Financial and Staff Rules and Regulations. The objectives are to relieve the Director of as much of the daily administrative burden as practicable and to co-ordinate all the administrative activities of the Division.
- Assist in the preparation of the programme and budget estimates by items of expenditure; compiles and consolidates information relevant to programme and budget planning and performance assessment; finalizes inputs for approval and submission to the Deputy Director General, Department of Management (DDG-MT).
- Review actual expenditures against the budget to ensure that resources are utilized according to plans and information recorded correctly in the system, making corrections if necessary. Keeps track of financial expenditures using FinTrack and AFIMS, providing advice to Section Heads and Director for optimum utilization of funds and proposed changes that could be made.
- Responsible to the Director for the preparation, co-ordination, submission and follow-up of administrative assignments by maintaining deadlines, preparing appropriate status reports, drafting correspondence and instructions for the Director's signature. Draw up/provide Divisional guidelines to standardize procedures. Participate in weekly meetings with the Director and Section Heads.
- Co-ordinate all administrative and personnel matters such as performance review (PRR) submissions, recruitment, promotions, extensions, terminations, temporary assistance. Assist in the evaluation of applicants for professional posts and interviewing general services (GS) applicants. Allocate, monitor and control the use of overtime.
- Liaise with appropriate services and offices, co-ordinate office arrangements, room allocations and attend to other staff requirements; ensure adherence to correct administrative procedures.
- Act as a representative of the Director within the Division in all matters concerning personnel policies, analyse existing staff problems and make recommendations, gather information and feedback on staffing conditions; advise staff of possibilities under the TAP Programme within the Division; co-ordinate staff training.
- Ensure that administrative requirements of the External Auditors are provided by the Section concerned. Work in close collaboration with the Head of the Financial Systems Support and resident IT Service Desk Technician regarding the purchase of new equipment and software with particular emphasis regarding funds available under the Financial Plan and Budget. Perform any other duties as assigned by the Director.
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Knowledge, Skills and Abilities |
- Thorough knowledge of the principles and practices of HR and financial management in an international organization is essential. Knowledge of the Division's programme and activities an asset.
- Sound analytical skills: Ability to carry out tasks independently, apply judgement, exercise initiative for non-standard cases and make and discuss proposals. Ability to interpret rules and procedures and to find innovative solutions to budgetary and administrative problems that arise.
- Ability to work accurately including with figures and to identify errors/discrepancies.
- Strong organizing skills to work for several professionals, establish priorities, manage various tasks in parallel and maintain deadlines with the ability to remain calm under time pressure.
- Excellent inter-personal skills, including:
- Ability to establish and maintain partnerships and working relationships with staff at all levels in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.
- Strong customer orientation.
- A high degree of tact, diplomacy and discretion, and proven ability to maintain confidentiality.
- Competence in the use of Microsoft Office 2003 (Outlook, Word, Excel, PowerPoint) is essential. Sound knowledge of computerized systems in the areas of finance (such as the Agency's Financial Tracking System FinTrack), travel (such as the Agency's Travel Lodging and Subsistence System ATLAS), Programme and Budget (such as the Agency's Programme and Budget Information System PROBIS), HR (such as the Personnel Management Information System PERMIS), procurement (such as the IAEA Automated Procurement System APS), time recording (such as the IAEA Time Attendance and Leave Management System TALMS), organization of meetings (such as the Agency-wide Meeting System AwMS). Knowledge of the Agency Research Contracts System (RCS) an advantage.
- Results orientation and commitment to excellence.
- Good communication skills including the ability to draft, correct, compile, summarize and present documents and information such as briefing notes, graphic and statistical summaries.
- English typing test (level 1) and English language test to IAEA standard.
- Very good knowledge of English. Working knowledge of German an asset for contacts at duty station. Knowledge of other IAEA official languages (Arabic, Chinese, French, Russian, Spanish) an advantage.
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Education and Experience |
- Completed secondary education.
- At least 10 years of administrative/clerical experience. Of those at least a few years in an international organization.
- Experience working on financial and HR matters.
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Remuneration |
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €43 545 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.
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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 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.
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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.
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