Departmental Administrative Officer

Departmental Administrative Officer (NS)(P4) - (2024/0550 (012595))

Organization: NS-Office of the Deputy Director General

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2024-09-13, 9:57:29 AM

Closing Date: 2024-10-06, 4:59:00 PM

Duration in Months: 36

Contract Type: Fixed Term - Regular

Probation Period: 1 Year

Full Competitive Recruitment: Yes

Organizational Setting

The Department of 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 enh