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Section Head (Transport and General Support)(P4)

Vienna (Austria)

  • Organization: IAEA - International Atomic Energy Agency
  • Location: Vienna (Austria)
  • Grade: P-4, International Professional - Internationally recruited position - Mid level
  • Occupational Groups:
    • Nuclear Technology
    • Administrative support
    • Infrastructure and Urban-Rural development
    • Supply Chain
    • Managerial positions
    • Logistics
    • Transport and Distribution
  • Closing Date: 2020-10-26

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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 Agency'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 organisation.
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

 

 

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.

 

 

 

Name

Definition

 

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/decision making, in full compliance with the Agency’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 Agency 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 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 ect), including at least five years of experience in the United Nations common system organisations or in an international organisation.
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, 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 $ 36905, 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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