International Atomic Energy Agency
Vacancy Notice No. 2012/272

Position and Grade: Payroll Assistant (G-6)
Organizational Unit: Staff Accounts Payable Section
Division of Budget and Finance
Department of Management
Duty Station: Vienna, Austria
Issue Date: 2 November 2012
Application Deadline: 1 December 2012
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.A.01

Organizational Setting

The Division of Budget and Finance is one of the six Divisions in the Department of Management. The Division of Budget and Finance (MTBF) provides sound management of the financial resources essential for full implementation of the IAEA programme and to ensure the continued confidence and support of Member States. The Division provides financial services for programme budgeting, payments, payroll, financial accounting and reporting to enable the IAEA to carry out its mandated functions.

The Staff Accounts Payable Section (SAPS) manages all payments related to individuals (staff and non-staff like consultants, experts, interns, fellows, meeting participants, etc.) as well as payments to various organizations and institutions. The payments cover, inter alia, all staff entitlements and duty travel advances and claims, all non-staff related payments as well as all payments related to the IAEA's travel management company.

Main Purpose

As a member of the team led by the Section Head and supervisors, the Payroll Assistant inputs necessary financial data to the payroll system, checks monthly payroll production to process the related invoices for monthly salary payments and processes other payroll entitlement related invoices for payment to staff and non-staff individuals, as well as invoices to some commercial entities in an accurate and efficient manner, according to specific time lines and priorities. These invoices charge all cost centres used by the IAEA and affect many general ledger (GL) clearing accounts which also need to be monitored. The incumbent also approves invoices up to a certain limit set by the Director.

Working Relationships

The Payroll Assistant builds collaborative working relationship with the Division of Human Resources (MTHR), staff at all levels in MTBF, staff and non-staff members to be paid for various inquiries, and outside institutes like Wiener Gebietskrankenkasse, UNJSPF etc. She/he receives instructions from the supervisor(s).

Functions / Key Results Expected

  • Analyse and streamline payroll processes for the AIPS Plateau 3 implementation.
  • Prepare, organize, review, verify, calculate and process payroll and staff entitlement related invoices for payment to staff, non-staff and relevant institutes/entities to ensure they are made accurately, timely according to the IAEA's rules and regulations and approval of payments up to €20,000.
  • Coordinate the monthly payroll production to make sure that the salaries and the other related payments are made accurately and timely and at the same time the monthly payroll costs are recorded in the general ledger accurately.
  • Input, review payroll data accurately and timely to the IAEA's payroll system.
  • Resolve payment-related issues with the relevant parties as required.
  • Answer payroll inquiries from staff and non-staff in a customer-friendly and timely fashion.
  • Process all types of special leave settlements accurately and timely.
  • Check, verify and process the output of monthly payroll production and related payments in an accurate and timely fashion.
  • Perform any other tasks relevant to the position that may be assigned by the Section Head.

Knowledge, Skills and Abilities

  • Thorough knowledge of the IAEA's financial rules, regulations and procedures essential.
  • Sound mathematical and numerical skills with the ability to pay attention to detail and maintain a high level of accuracy in maintaining the monthly payroll production, preparing and posting financial transactions in financial systems.
  • Interpersonal skills: Ability to work effectively in a team in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels as well as external counterparts.
  • Organizing skills: Ability to set priorities, plan and organize own work taking into account changing demands and handle a large volume of work in an efficient, accurate and timely manner.
  • Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and correct documents in accordance with established standards and requirements.
  • Analytical skills: Ability to use initiative and judgment appropriate to situations.
  • Excellent computer skills including proficiency with MS Office 2010 applications (Word, Excel, Outlook, PowerPoint), which is the IAEA standard, and thorough knowledge of the IAEA's accounting and payroll computer systems.

Education, Experience and Language Skills

  • Completed secondary education. University education in business administration or accounting and/or a recognized accounting certification an advantage.
  • Minimum of six years of relevant financial experience required, some of which is in an international environment.
  • Hands on experience with the use of the financial and payroll module of an ERP system, specifically Oracle.
  • English Language Test (Level 2) and English Typing Test (Level 2) to IAEA standard.
  • Good working knowledge of both spoken and written English. Knowledge of another official IAEA language (i.e. Arabic, Chinese, French, Russian, or Spanish) and knowledge of German an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €46 145 (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 at http://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. 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.

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