Unit Head (Project and Technical Support Services Unit), Vienna, Austria

Organization: International Atomic Energy Agency (IAEA)

Country: Austria

City: Vienna, Austria

Office: IAEA Vienna, Austria

Grade: P-3

Closing date: Friday, 20 November 2020

Unit Head (Project and Technical Support Services Unit)(P3)

( 2020/0477 (020079) )

Organization: MTGS-Project and Technical Support Services Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2020-10-23, 8:45:43 AM

Contract Type : Fixed Term

Regular

Probation Period : 1 Year

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 Facilities Management Section provides technical advice and has overall responsibility for the implementation of major facilities management specific projects and administrative services including property management and multi-media services for the IAEA. The Section comprises of two Units, namely the Facilities and Property Management Unit and the Project and Technical Support Services Unit.

Main Purpose

The Unit Head (Project and Technical Support Services Unit) coordinates a portfolio of logistics and other general services assigned to the Facilities Management Section. She/he co-ordinates the cost-effective logistics arrangements, including transportation of goods, oversees the Receiving and Inspection of Agency assets and ensures the updates of property management data for all Agency assets, including those outside the Vienna International Centre (VIC). In addition, the incumbent supervises the Project and Technical Support Services Unit, establishes and administers service contracts from external service providers.

Role

The Unit Head (Project and Technical Support Services Unit) is: 1) a manager of the Project and Technical Support Services Unit providing excellence in service delivery 2) a client focused leader dedicated to meeting and exceeding staff members expectations in accordance with Agency rules and regulations 3) a guardian of Agencys property and the custodian of the Agency’s property register 4) a coordinator of internal and external activities of the Unit.

Functions / Key Results Expected

Leads and manages a results-based and client-focused approach to the support services and operations provided by Facilities Management Section namely, Multi-Media Support, Property Management, Receiving and Inspection, Technical Services with specialized contractors and experts.

Reviews and analyses technical proposals for applicability, relevance and suitability to requirements as well as conducts research to identify best practices and methods, regulatory requirements to ensure efficient delivery of services by contractors and outsourced companies.

Provide advice and support to the Section Head on all aspects of general support and logistics services matters.

Manages the customer focused delivery of General support and logistical services.

Ensure the delivery of cost-efficient services while ensuring Agency Policies, Rules and Regulations are maintained.

Coordinates activities of the Property Management, Receiving and Inspection Groups for the recording and management of Agency assets.

Continuously improves the management and recording of the Agency’s assets, receipt and inspection processes.

Prepares reports and statistical analysis for budget planning and for introducing efficiency measures where needed.

Drafts statements of requirements and service delivery bidding documentation for the provision of services by the Office of Procurement Services.

Manages service contracts and monitors Key Performance Indicators by external service providers.

Act as the principal liaison Officer for all general support and logistical activities in the Agency.

Performing other related duties as required.

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

Analytical thinking

Applies business analytics to establish programme priorities. Makes rational judgements from the available information and analysis.

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.

Required Expertise

Function

Name

Expertise Description

General Services

Inventory and Supply

Thorough understanding of General Services principles, processes and general management concepts.

Administrative Support

MS Office (Word, Excel, Outlook, PowerPoint)

Proficiency in the Windows applications including word processing and email, as well as ERP systems.

Procurement Services

Procurement

Good understanding of procurement processes and technical evaluation of proposals.

Management and Programme Analysis

Project Management

Proven ability to plan, coordinate and supervise a complex logistical-technical projects in an international environment.

Qualifications, Experience and Language skills

University degree in Public Administration, Management, Procurement, Management, Logistics management, Business Management or other related fields.

At least five years of progressively responsible experience as a manager in service delivery, logistics, asset management or facility management, proven experience preferably in at least in one of these areas.

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 $60962 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 30603*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks‘ annual vacation, home leave, pension plan and health insurance

Tags asset management business management civil servants facilities management facility management logistics procurement programme priorities project management property management public administration support services word processing

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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