Departmental Administrative Officer (NS)(P4)
JOB DETAIL
IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant’s location.
Organizational Setting
The Department of Nuclear Safety and Security (NS) formulates and implements the IAEA’s nuclear safety and security programme, which encompasses the IAEA’s activities to protect people and the environment from radiation exposure, and responds to the needs of its Member States related to nuclear safety and nuclear security.
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.
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 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.
Competencies and Expertise
Core Competencies(Competency Framework)
| Name | Definition |
|---|---|
|   | |
| Planning and Organizing | Plans and organizes his/her own work in support of achieving the team or Section’s priorities. Takes into account potential changes and proposes contingency plans. |
|   | |
| Communication | Communicates orally and in writing in a clear, concise and impartial manner. Takes time to listen to and understand the perspectives of others and proposes solutions. |
|   | |
| Achieving Results | Takes initiative in defining realistic outputs and clarifying roles, responsibilities and expected results in the context of the Department/Division’s programme. Evaluates his/her results realistically, drawing conclusions from lessons learned. |
|   | |
| Teamwork | Actively contributes to achieving team results. Supports team decisions. |
Functional Competencies
| Name | Definition |
|---|---|
|   | |
| Client orientation | Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met. |
|   | |
| Commitment to continuous process improvement | Plans and executes activities in the context of quality and risk management and identifies opportunities for process, system and structural improvement, as well as improving current practices. Analyses processes and procedures, and proposes improvements. |
|   | |
| Judgement/decision making | Consults with supervisor/manager and takes decisions in full compliance with the Agency’s regulations and rules. Makes decisions reflecting best practice and professional theories and standards. |
Required Expertise
| Function | Name | Expertise Description |
|---|---|---|
|   |   |   |
| Finance | Budgeting | Thorough knowledge of budgeting concepts and principles. |
|   |   |   |
| Management and Programme Analysis | Business Acumen | Ability to anticipate problems and to propose innovative solutions and new approaches to enhance the management of resources and implementation of programmes. |
|   |   |   |
| Public Information and External Relations | General Knowledge of the United Nations System | Specific knowledge of the UN Common System financial and staff regulations and rules and of related policies highly desirable. |
|   |   |   |
| Human Resources | International Human Resource Management | Thorough knowledge of human resources concepts and principles. |
|   |   |   |
| Management and Programme Analysis | Programme Management | Ability to understand and apply administrative management practices in a dynamic matrix management structure. |
|   |   |   |
| Human Resources | Workforce Planning | Ability to manage the Department’s HR requirements. |
Qualifications, Experience and Language skills
Bachelor’s Degree – University degree in management, business administration, or a related field with two years of additional relevant experience may be considered in lieu of advanced university degree.
Master’s Degree – Advanced university degree in management, business administration, or a related field.
Minimum seven years of relevant working experience in the management and coordination of human and financial resources, including at least five years thereof at the international level, preferably in a UN organization or inter-governmental organization.
Knowledge of programme management, human resources and budgeting concepts and principles.
Ability to communicate effectively and exercise tact in dealing with staff at all levels.
Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $77326 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 46318*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; Other benefits include 6 weeks’ annual leave, home leave travel, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/professional-staff/conditions
General Information
- The IAEA’s paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
- Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person’s race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
- The IAEA is committed to gender equality and to promoting a diverse workforce. Applications from qualified women and candidates from developing countries are strongly 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.
- The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.
Evaluation process
- The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
- Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.
Appointment information
- Appointment is subject to a satisfactory medical report.
- Staff members may be assigned to any location.
- Candidates appointed to posts in the Professional and higher categories are subject to IAEA rotation policy and their maximum tour of service shall normally be seven years.
- 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.
