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). Among the five Sections, the Seibersdorf Laboratories Services Section (SLSS) provides site operation technical and administrative services to the work of the IAEA’s laboratories. SLSS services include facilities, technical, engineering, property and transport management, and site security through its management of the Seibersdorf Protective Force (SPF). The Section has a diverse complement of 35 staff, including technicians, drivers, procurement assistants and IT support. The armed SPF provides around-the-clock security for the site.
Main Purpose:
Reporting to the Head, Seibersdorf Laboratories Services Section, the Administrative and Budget Officer participates in development of budgetary requirements for site-wide shared costs (MOSC), laboratory operator specific costs (LOSC) and on-demand service costs (OND), keeps track of actual expenditures against the respective cost categories, advises on funds availability, monitors budget implementation and reports on budget performance through annual and quarterly reports. The Administrative and Budget Officer also provides essential support in administration of procurement and contracts management.
Role:
The Administrative and Budget Officer is: (1) an analyst, gathering information from stakeholders (SGAS, NA, MTBF, MTPS and AIPS) on related business needs and translating them into technical requirements; (2) a technical specialist in budgeting and finance, procurement policies, staff planning and managing contracts; (3) a focal point, working closely with the relevant staff of the Unit/Section/Division/Department on various administrative support activities such as invoicing accuracy and terms of payment, vendor performance, establishment and amendments of contracts.
Functions / Key Results Expected:
Supports and advises the Section Head in forecasting and tracking use of SLSS's financial resources, including reviewing programme and budget performance, preparing the budget proposals, developing recommendations, assessments and reports for consideration by the stakeholders. Coordinates and collaborates with SLSS Project Managers on forecasting and preparedness of the biennial budgets for site-wide shared costs (MOSC), laboratory operator specific costs (LOSC) and other financial needs. Prepares the required justifications, explanations and proposes alternatives.
Monitors and evaluates the implementation of MOSC and LOCS funds through ORACLE OBIEE reports, investigates and reports on deviations and offers recommendations regarding project implementation and funds utilization. Initiates and administers the SLSS Procurement Plan, actively leads procurement of services/goods required for laboratories-wide operation, identifies and closely follows-up on critical procurement during the various stages of procurement process.
Overseas administration of procurement actions and contractual agreements and advises on improvements in contracts management.
Leads, directs and manages the work of Units staff, facilitates team building and co-ordinates actions relative to the administration of SLSS human resource activities in conjunction with the office of the DIR-MTGS.
Coordinates the preparation of SLSS responses to audit observations, and manages enquiries on matters relating to the provision of SLSS services to the IAEA's Laboratories in Seibersdorf.
Qualifications, Experience and Language skills:
University Degree in business administration, finance, accounting or related field.
Minimum of five years of relevant working experience, including in finance and accounting, particularly in the management of financial and human resources, at least one of which at international level.
Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
