Administrative and Budget Officer(P3)

Organizational Setting

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its four Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management and General Support Section (FMGSS) and the Seibersdorf Laboratories Services Section (SLSS). Among the five Sections, the Seibersdorf Laboratories Services Section (SLSS) provides site operation technical and administrative services to the work of the IAEA’s laboratories. SLSS services include facilities, technical, engineering, property and transport management, and site security through its management of the Seibersdorf Protective Force (SPF). The Section has a diverse complement of 35 staff, including technicians, drivers, procurement assistants and IT support. The armed SPF provides around-the-clock security for the site.

Main Purpose

Reporting to the Head, Seibersdorf Laboratories Services Section, the Administrative and Budget Officer participates in development of budgetary requirements for site-wide shared costs (MOSC), laboratory operator specific costs (LOSC) and on-demand service costs (OND), keeps track of actual expenditures against the respective cost categories, advises on funds availability, monitors budget implementation and reports on budget performance through annual and quarterly reports. The Administrative and Budget Officer also provides essential support in administration of procurement and contracts management.

Role

The Administrative and Budget Officer is: (1) an analyst, gathering information from stakeholders (SGAS, NA, MTBF, MTPS and AIPS) on related business needs and translating them into technical requirements; (2) a technical specialist in budgeting and finance, procurement policies, staff planning and managing contracts; (3) a focal point, working closely with the relevant staff of the Unit/Section/Division/Department on various administrative support activities such as invoicing accuracy and terms of payment, vendor performance, establishment and amendments of contracts.

Functions / Key Results Expected

Supports and advises the Section Head in forecasting and tracking use of SLSS's financial resources, including reviewing programme and budget performance, preparing the budget proposals, developing recommendations, assessments and reports for consideration by the stakeholders. Coordinates and collaborates with SLSS Project Managers on forecasting and preparedness of the biennial budgets for site-wide shared costs (MOSC), laboratory operator specific costs (LOSC) and other financial needs. Prepares the required justifications, explanations and proposes alternatives. Monitors and evaluates the implementation of MOSC and LOCS funds through ORACLE OBIEE reports, investigates and reports on deviations and offers recommendations regarding project implementation and funds utilization. Initiates and administers the SLSS Procurement Plan, actively leads procurement of services/goods required for laboratories-wide operation, identifies and closely follows-up on critical procurement during the various stages of procurement process. Overseas administration of procurement actions and contractual agreements and advises on improvements in contracts management. Leads, directs and manages the work of Units staff, facilitates team building and co-ordinates actions relative to the administration of SLSS human resource activities in conjunction with the office of the DIR-MTGS. Coordinates the preparation of SLSS responses to audit observations, and manages enquiries on matters relating to the provision of SLSS services to the IAEA's Laboratories in Seibersdorf.

Competencies and Expertise

Core Competencies

table { border-collapse: collapse; } table, th, td { word-wrap: break-word; valign="top"; } 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 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 Budget and Financial Management Knowledge of financial regulations, rules and procedures related to budget and programme management of international organization required. Information Technology Information Technology and Data Processing Hands-on experience in use of an Enterprise Resource Planning (ERP) system, particularly AIPS and Hyperion. Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Solid computer skills, including the use of Microsoft Office 2010. Asset Expertise

Function Name Expertise Description Procurement Services Procurement Knowledge of rules applicable to procurement in an international organization is an advantage. Qualifications, Experience and Language skills

University Degree in business administration, finance, accounting or related field.

Minimum of five years of relevant working experience, including in finance and accounting, particularly in the management of financial and human resources, at least one of which at international level.

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 $62692 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 27835*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance

------------------------------------------------------------------------------------------------------------------------------------------------------------- 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 -------------------------------------------------------------------------------------------------------------------------------------------------------------