Unit Head

vor 1 Woche

Wien, Wien, Österreich International Atomic Energy Agency Vollzeit
Unit Head (Travel and General Support)(P /

Organization:
MTGS-Travel and General Support Unit

Primary Location:
Austria-Vienna-Vienna-IAEA Headquarters

Job Posting:
, 6:37:57 AM

Closing Date:
, 5:59:00 PM

Duration in Months: 36

Contract Type:
Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment:
Yes

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).

The Facilities Management and General Support Section provides technical advice and has overall responsibility for the implementation of major facilities management projects, co-ordination of the IAEA's travel requirements in conjunction with the Agency's Travel Management Company and property management and logistics services for the IAEA.

The Section comprises of three Units, namely the Facilities and Property Management Unit, Logistics Unit and Travel and General Support Unit.

The Section also manages official shipments, household goods removals, IAEA official vehicles and drivers, the processing of duty travel visas and residency permits for staff, consultants and interns.

The Section also provides housing services to IAEA staff and, as a courtesy, to other UN staff and members of the diplomatic corps in Vienna.

Main Purpose


Reporting to the Section Head, Facilities Management and General Support Section (SH-FMGSS), the Unit Head plans, coordinates and supervises all matters related to travel, visa and customs, and manages the activities of the Travel and General Support Unit, consisting of the following groups: (i) Travel Management Group; (ii) Visa and Customs Management Group.

Role

The Unit Head is:
(i) an adviser on complex travel and general support issues and operational services; (ii) a team leader, ensuring prompt and efficient service delivery, and effective results; (iii) a manager, responsible for effective human and financial resources management; and (iv) a substantive expert, professionally overseeing and coordinating travel, visa and customs services.

Functions / Key Results Expected


Supervise the day-to-day operations of the Travel and General Support Unit in the areas of staff and non-staff travel, visas, customs related issues as well as related staff privileges.

Ensure the Unit functions smoothly and effectively in a customer-oriented manner.

Ensure smooth partnerships and communication with the Austrian counterpart authorities regarding visas, residency permits/Legitimation cards, custom-free imports, VAT, and petrol tax refunds.

Provide advice to clients with respect to the regulations, rules and procedures governing IAEA travel, visa, and customs services.

Ensure that the Travel Management Company and other suppliers comply with the terms of the contract and in the best interest of the IAEA, in terms of both economic and efficient service delivery.

Actively collaborate with the Division of Information Technology's business representatives in developing and refining IT solutions for travel and related processes.

Support Section's activities and formulation of requirements of the IAEA with stakeholders in the Travel and General Support function.

Competencies and Expertise

Core Competencies

Name

Definition

  • Communication
  • Encourages open communication and builds consensus. Uses tact and discretion in dealing with sensitive information, and keeps staff informed of decisions and directives as appropriate.
  • Achieving Results
  • Sets realistic targets for himself/herself and for the team; ensures availability of resources and supports staff members in achieving results. Monitors progress and performance; evaluates achievements and integrates lessons learned.
  • Teamwork
  • Encourages teamwork, builds effective teams and resolves problems by creating a supportive and collaborative team spirit, remaining mindful of the need to collaborate with people outside the immediate area of responsibility.
  • Planning and Organizing
  • Sets clearly defined objectives for himself/herself and the team or Section. Identifies and organizes deployment of resources based on assessed needs, taking into account possible changing circumstances. Monitors team's performance in meeting the assigned deadlines and milestones.
    Functional Competencies

Name

Definition

  • Client orientation
  • Examines client plans and develops services and options to support ongoing relationships. Develops solutions that add value to the Agency's programmes and operations.
  • Judgement/decision making
  • Consults with and seeks advice at the appropriate managerial level when making complex decisions. Facilitates dialogue and development of best practice to support judgement/decis

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