International Atomic Energy Agency
Vacancy Notice No. 2013/039

Position and Grade: Associate General Services Officer (P-2)
Organizational Unit: Transport and General Support Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 12 April 2013
Application Deadline: 11 May 2013
Type/Duration of Appointment: Monthly short term

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

Under the overall supervision of the Director, Division of General Services and the direct guidance of the Section Head, the Associate General Services Officer provides direct assistance and back-up to the Section Head, in running the Section, who will be engaged with the preparation of the implementation of the AlPS Plateau 4 Travel Module.

Role

The Associate General Services Officer will be mainly responsible in backfilling the Section Head to ensure continuous functioning of the Section during the preparation and implementation of AlPS Plateau 4 Travel Module. He/she will be responsible for the day-to-day operations of the Section.

Partnerships

The Associate General Services Officer interacts daily with IAEA staff at large specifically TGSS and MTGS for travel policy guidance, household removals, official IAEA shipments, official transportation requirements, visa and UNLP issuance, customs regulations, legitimations cards, diplomatic privileges and assistance in regard to housing accommodation. He/she may also communicate with staff in various Consulates and Austrian authorities for clarification of travel and other general support issues.

Functions / Key Results Expected

  • Supervise the day-to-day operations of the Travel and General Support Section in the areas of staff and non-staff travels, transport, visas, customs regulations, official vehicles, shipping operations, housing as well as overall staff entitlements. Ensure the Section functions smoothly and effectively in a customer service-oriented manner.
  • Ensure smooth communication and resolve complex and difficult cases with Austrian authorities in regard to Legitimations Cards, Customs-free imports, VAT and Petrol Tax refunds.
  • Provide advice to clients with respect to the regulations, rules and procedures governing IAEA travel, transportation, visa and customs services.
  • Problem investigation and solution: analyse and suggest solutions and recommendations for issues identified in the course of his/her work.
  • Carry out specific projects assigned by the Director, Division of General Services and the Section Head, Travel and General Support Section.

Knowledge, Skills and Abilities

  • Experience in any of the following areas: travel industry, privileges, visas and customs, transport and shipment, housing and general administrative support functions.
  • Knowledge of administrative policies, practices and procedures applied in international organizations.
  • Demonstrated ability to supervise activities of, and delegate to a diverse workforce and to cope with a variety of situations under pressure.
  • Excellent judgment, accuracy and initiative when dealing with outside vendors and counterparts are required.
  • Excellent interpersonal 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.
  • Sound analytical skills: Ability to carry out 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 administrative problems that may arise.
  • Strong organizing skills to establish priorities and manage various tasks in parallel and maintain deadlines with the ability to remain calm under pressure.
  • A high degree of tact, flexibility and supervisory control are required.
  • Good computer skills and knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint) which is the IAEA standard.

Education, Experience and Language Skills

  • University degree in business administration or related field.
  • Minimum of two years of relevant working experience in one of the operational areas (travel, transport, shipment, privileges, etc.) with some experience at the international level, preferably in a UN agency.
  • Demonstrated supervisory experience especially of a diverse work force.
  • Excellent knowledge of written and spoken English. Working knowledge in written and spoken German required. Knowledge of other IAEA official languages (i.e. Arabic, Chinese, French, Russian or Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $46 730 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $25 374*, 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. 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. Testing may be part of the recruitment process.

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