Unit Head (Travel and General Support)(P3)

Vienna

Organization: IAEA - International Atomic Energy Agency
Location: Vienna
Grade: Mid level - P-3, International Professional - Internationally recruited position
Occupational Groups:
- Operations and Administrations
- Transport and Distribution
- Managerial positions
Closing Date: Closed

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.
Guide the development of best-practices, policies and standard operating procedures framework in the areas of travel and general support services; and ensure their effectiveness and consistent application throughout the organisation.
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/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	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

University degree (Bachelor's or equivalent) in business administration, management, social studies or a related field.

Minimum of five years of relevant professional experience in at least one of the operational areas (travel, transport, shipment, visas and diplomatic privileges etc.), including at least three years of experience in the United Nations common system organisations or in an international organisation.
Demonstrated supervisory experience especially of a diverse work force.

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 $64121 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 27187, 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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