Management Services Officer, Vienna, Austria

Organization: International Atomic Energy Agency (IAEA)

Country: Austria

City: Vienna, Austria

Office: IAEA Vienna, Austria

Grade: P-3

Closing date: Wednesday, 13 January 2021

Management Services Officer(P3)

( 2020/0575 (000183) )

Organization: OIOS-Office of Internal Oversight Services

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2020-12-16, 10:44:00 AM

Contract Type : Fixed Term

Regular

Probation Period : 1 Year

Organizational Setting

The Office of Internal Oversight Services (OIOS) assists the Director General to strengthen the Agency’s internal oversight and its ability to ensure management efficiency and programme effectiveness and to enhance accountability. OIOS comprises four major functional areas: internal audit, investigation, management services and programme evaluation. OIOS provides the Director General and senior management with objective, independent and systematic assessments for the purpose of improving efficiency and effectiveness in programme delivery, improving accountability and ensuring sound governance.

Main Purpose

As a member of the Internal Audit and Management Services Group, under the overall supervision of the Director of OIOS, the Management Services Officer provides independent advisory services to IAEA managers with the aim to improve the maturity of management systems and tools and to continuously strengthen efficiency, effectiveness and operational excellence and in compliance with the OIOS Charter. The Management Services Officer’s advisory assignments encompass reviews of workflow and processes; organizational structures; policies, procedures and practices; managerial governance; operational efficiency and effectiveness of resource utilization.

Role

The Management Services Officer is (a) a professional, knowledgeable in deploying consulting methodologies and business analysis techniques in the context of advisory assignments and managerial reviews, and (b) a member of teams, planning and providing advisory services to IAEA senior management aimed to ensure that the IAEA continuously pursues operational excellence and remains a reliable steward of public resources.

Functions / Key Results Expected

The Management Services Officer supports the Management Services function of OIOS by bringing professional knowledge related to business intelligence/analysis and management consulting, which she/he applies to deliver advisory services to internal clients aimed to strengthen current business practices and processes, streamline organizational settings, and improve management systems and tools.

The Management Services Officer designs and delivers consulting services, and fully participates in the main phases of the advisory process, normally under the operational guidance of a Management Specialist. She/he

contributes to the framing, planning and definition of the methodological frameworks;
conducts fieldwork and other operational activities, including documentary research, data collection and analysis, diagnosis of the ‚as is‘ situation and identification of solutions and ways forward;
contributes to drafting and presenting of assignment reports and other assignment deliverables, e.g. power point presentations and training materials; and

interacts with clients, co-facilitates workshops with assignment stakeholders, and coordinates with external experts engaged in the execution of advisory assignments, as required.

The Management Services Officer may develop new advisory methodologies and tools as part of the continuous improvement of the Management Services function, and perform benchmarks and analyses of best practices in comparable organizations including collating the results of these exercises.

Competencies and Expertise

Core Competencies

NameDefinition

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

NameDefinition

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

FunctionNameExpertise Description

Internal Oversight

Advisory Services and Management Reviews

In-depth knowledge of modern leadership practices including results-based management; change management; project management; financial resource management; HR management; and risk management.

Management and Programme Analysis

Business Acumen

Ability to understand the Agency’s programmatic functions and business models and apply them to managing and measuring results.

Management and Programme Analysis

Development and Implementation of Management Systems

In-depth knowledge of results-based management as management system, with particular reference to the development, review and improvement of result metrics and indicators.

Qualifications, Experience and Language skills

At least a university degree in business administration, public policy and administration, economics, finance or related fields. Advanced university degree in these disciplines is highly desirable. Professional certification as a management consultant an asset.

Tags advisory services change management civil servants continuous improvement data analysis data collection enterprise resources planning good practices internal audit internal oversight management consulting management services operational activities organizational change organizational structure programme evaluation project management results based management risk management

Minimum of five years of relevant professional experience, three of which in a management advisory role, preferably related to improving management systems and tools and/or planning and implementing major organizational change, in public or private organizations.

Required practical experience in applying techniques and methods for mapping/measuring/analysing: efficiency and effectiveness; workflow and processes; organizational structure alignment with the objectives; financial and resource allocation; and good practices through benchmarking, preferably acquired in an international organization/business setting.

Hands-on knowledge of Enterprise Resources Planning (ERP) systems is an advantage.

Experience in use of statistical and data analysis applications is an advantage.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, German, 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 $ 32066*, 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