Vacancy Notice No. 2008/036
Position and Grade: Departmental Administrative Officer (P-4)
Organizational Unit: Office of the Deputy Director General
Department of Nuclear Energy
Duty Station: Vienna, Austria
Issue Date: 19 June 2008
Application Deadline: 1 August 2008
Type/Duration of Appointment: Fixed term, 3 years (subject to a probationary period of 1 year)

Organizational Setting
The Department of Nuclear Energy, under the management of the Deputy Director General for Nuclear Energy, comprises the Division of Nuclear Power, the Division of Nuclear Fuel Cycle and Waste Technology, the Planning and Economic Studies Section, the INIS and Nuclear Knowledge Management Section, the IAEA Library and the Programme Coordination Group.

The objective of the Department of Nuclear Energy is to foster the efficient and safe use of nuclear power by supporting interested Member States in: improving the performance of nuclear power plants, the nuclear fuel cycle, and the management of nuclear wastes; catalysing innovation in nuclear power and fuel cycle technologies; developing indigenous capabilities around the world for national energy planning; deploying new nuclear power plants; preserving and disseminating nuclear information and knowledge; and advancing science and industry through the improved operation of research reactors.

The Administrative Officer reports to the Deputy Director General for Nuclear Energy. 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: 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, financial 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 the Deputy Director General, managers, and technical officers 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.
  • Support implementation of the Department's programme activities by facilitating and monitoring the organization of scientific 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.
  • 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 fields of relevance to the programmes managed by the Department of Nuclear Energy desirable.
  • 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.
  • At least 7 years of relevant working experience in the management of human and financial resources, at least 5 years thereof at the international level, preferably in a UN agency.
  • 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 $63 052 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $48 550*, 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

* 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.