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Section Head (Transport and General Support) (P4)

Vienna

  • Organization: IAEA - International Atomic Energy Agency
  • Location: Vienna
  • Grade: Mid level - P-4, International Professional - Internationally recruited position
  • Occupational Groups:
    • Administrative support
    • Logistics
    • Infrastructure and Urban-Rural development
    • Transport and Distribution
    • Supply Chain
    • Nuclear Technology
    • Managerial positions
    • Energy sector
    • Transport and General Support Section
  • Closing Date: Closed

Organizational Setting


The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS).


The Transport and General Support Section is responsible for the co-ordination of the IAEA's travel requirements in conjunction with the IAEA's Travel Management Company. It 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 Director, Division of General Services (DIR-MTGS), the Section Head plans, coordinates and supervises all matters related to travel and related strategy and implementation of the Section’s programmatic objectives. The Section Head plans, coordinates and manages the activities of the Transport and General Support Section consisting of the following units\: (i) Transport Unit; (ii) Travel Unit; (iii) Visa and Customs Unit.


Role

The Section Head is\: (i) an adviser to DIR-MTGS on matters of policy, strategy and complex transport 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 development; and (iv) a substantive expert, professionally overseeing and coordinating transport, travel, visa and customs services.


Functions / Key Results Expected

  • Ensure strategic integration of the outputs\: lead the collaborative planning of the programme of the Section, identify and encourage linkages with related work units, internal and external stakeholders, and integrate the medium-term strategy with business requirements and vice versa.
  • Supervise the day-to-day operations of the Transport and General Support Section in the areas of transport, shipping operations, staff and non-staff travel, visas, customs and privileges, official vehicles, housing as well as related staff privileges. Ensure the Section functions smoothly and effectively in a customer-oriented manner.
  • Ensure smooth partnerships and communication with the Austrian counterpart authorities in regard to 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, transport, 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.
  • Guide the development of best-practices, policies and standard operating procedures framework in the areas of transport, travel and general support services; and ensure their effectiveness and consistent application throughout the organization.
  • Support DIR-MTGS in formulating the requirements of the IAEA with stakeholders in the Transport and General Support function.

Competencies and Expertise

Core Competencies

Name Definition
 
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.
 
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.


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 IAEA'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/decision making, in full compliance with the IAEA's regulations and rules.
 
Resilience Shows resilience and composure, even in difficult or adverse circumstances. Is prepared and able to make difficult decisions in the best interest of the IAEA and remains committed to seeing them through.

Required Expertise

Function Name Expertise Description
     
Management and Programme Analysis Business Acumen Comprehensive knowledge of management principles and ability to manage a multicultural staff and foster an environment that promotes good performance.
     
Public Information and External Relations General Knowledge of the United Nations System Knowledge of administrative policies, practices and procedures applied in the United Nations system or in an international organization.
     
Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in Windows/Office applications is indispensable, and in overall information and communication technologies desirable.
     
General Services Travel Management Thorough understanding of travel industry, transport & shipment, privileges, visas and customs, housing and related administrative support functions.

Qualifications, Experience and Language skills

  • Advanced university degree (Master's or equivalent) in business administration, management, social studies or related field.
  • Minimum of seven years of relevant professional experience in at least one of the operational areas (travel, transport, shipment, visas and diplomatic privileges etc.) 
  • Experience in the United Nations common system organisations or in an international organisation highly desirable.
  • Demonstrated supervisory experience especially of a diverse work force.
  • Experience in the implementation and handling of travel related processes (both financial and non-financial) as part of an ERP system (preferably Oracle).
  • Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, 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 $73516 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 30950, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance


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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
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