Financial Management Assistant (G6)
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 Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEA’s technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme, in line with the IAEA Medium Term Strategy.
The Division of Programme Support and Coordination (TCPC) is responsible for the development, promotion and consistent application of strategies, policies, standards, tools and systems to support the TC programme. This includes quality assurance and enhanced results-based programme management, training and capacity development, expanded cooperation through existing and new partnerships and resource mobilization, efficient management of financial resources, data and information, as well as outreach and reporting.
The Finance and Information Management Section (TCFIMS) is responsible for the development, standardization and consistent application of implementation tools, processes and agreements; for the efficient use of programme funds through budgeting and financial monitoring; for providing supporting information, data and statistics; and for the development and enhancement of information technology support systems including communication systems.
Main Purpose
Under the supervision of the Unit Head for the Financial Management Unit, the Finance and Information Management Assistant is the departmental focal point for the acceptance of EB contribution, including the preparation and negotiation of both standard and non-standard contribution agreements with Donors; the preparation and execution of all TC project Grants to counterpart and TC project LVP buying. In addition, the incumbent is the focal point for all field procurement receipting ensuring the delivery of equipment documentation is adequate for supplier payments and counterpart delivery.
Functions / Key Results Expected
TC Programme EB Contributions Acceptance
• Serve as the focal point for all TCP EB contributions including the preparation of documentation and negotiation of both Standard and Non-standard contribution agreements.
• Seek appropriate clearance for the Agency’s acceptance of extra-budgetary contributions from Member States.
• Monitor the acceptance of extra-budgetary contributions from Member States in relevant systems (EBCAP).
• Advise PMOs on the procedural aspects, including special donor conditions liaise with them to resolve queries raised during the clearance process.
• Prepare IPSAS contingent asset reports for Departmental EB contributions at the end of the year.
TC project Grants Manager and TC project Low Value Procurement (LVP)
• Prepare all Granting documents for the issuance of grants to the TC Project Counterpart Institutes with verified inputs form the PMOs and Agreements signed by the counterparts. Ensure that Allotment Holder authorization includes the appropriate justification and authorization for the expenditure and that the funds are available in the appropriate PTAEO. Issue the PO through UNDP or directly if no UNDP office is present in the country and coordinated and follow up with MTBF on the implementation of the Grant. Maintain reports on the issuance of Grants and ensure the timely submission of completion reports and CP certification.
• Responsible for receipt of goods and services procured for TC by MTPS in ORACLE and follow up with the Freight Forwarder or the CP to ensure the goods are delivered and the delivery is documented. Prepare and maintain the Field Procurement goods in transit IPSAS Report in collaboration with MTBF and MTPS. Generate follow-up reports for action by Project Management Officers (PMOs). Acts as the central focal point for receipting of goods and services for the entire Department of Technical Cooperation.
• Other tasks as assigned
• There are numerous other activities within the Section and Unit that may require backing up fellow colleagues on leave or assisting with heavy workload periods. These activities would not require more than 10 to 15% and will be discussed and assigned by the Unit Head and/or Section Head. In addition, Verify billing information and generate invoices for goods procured for IAEA laboratories in Seibersdorf and Hydrology Lab; Review invoices of IAEA laboratories in Monaco and Seibersdorf for fellows trained to ensure that obligations are identified, open and correctly coded; data is accurate and appropriate supporting documentation is provided.
• Review invoices received from the fellowship placement institutions (British Council, BTC in Belgium, CBIE in Canada, Argonne in USA, EGIDE in France, KONIKOF in Korea, NUFFIC in Netherlands, InWEnt in Germany and International Centre for Theoretical Physics) (ICTP) and pre-clear them for approval of Section Head.
Competencies and Expertise
Core Competencies(Competency Framework)
| Name | Definition |
|---|---|
| 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. |
| 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. |
Functional Competencies
| Name | Definition |
|---|---|
| Analytical thinking | Analyses information to identify cause and effect relationships and correlations. Identifies critical elements and assesses consequences of different courses of action and proposes solutions. |
| 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. |
| 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 | International Public Sector Accounting Standards | Demonstrated expertise to a working level knowledge in International Public Sector Accounting Standards. |
| Administrative Support | MS Office (Word, Excel, Outlook, PowerPoint) | Good knowledge of Microsoft Office (Outlook, Word, Excel and Access), which is the IAEA’s standard. Ability to use databases. |
Qualifications, Experience and Language skills
- Completed secondary education.
- Six years of relevant working experience, including three years in administration of Technical Cooperation/Assistance support and/or information management.
- Experience in an international organization is desirable.
- Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
- Administrative skills testing to IAEA standard might be part of the selection process.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 61171 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff
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.
- Recruitment will be on a LOCAL BASIS only.
- 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.
- 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.
