The Department of Nuclear Sciences and Applications implements the IAEA’s Major Programme 2, “Nuclear Techniques for Development and Environmental Protection”. This Major Programme comprises individual programmes on food and agriculture, human health, water resources, environment and radiation technologies. These programmes are supported by laboratories in Seibersdorf, Monaco and Vienna. The Major Programme’s objective is to enhance the capacity of Member States to meet basic human needs and to assess and manage the marine and terrestrial environments through the use of nuclear and isotopic techniques in sustainable development programmes.
- Reporting to the Project Manager (PM), the Associate Finance Officer (NA) provides the PM and the Project Executive (PE) with timely and accurate budget and financial information and has responsibilities for task cost tracking, cost estimates, balance sheet reconciliations, and the overall management of budget activities related to the Renovation of the Nuclear Applications Laboratories in Seibersdorf (ReNuAL 2 project as well as other relevant major capital projects in Seibersdorf). In addition, the Associate Finance Officer (NA) is responsible for tracking the implementation of extrabudgetary funds according to respective pledges and donor agreements and for ensuring that the funding is disbursed accordingly and that the related donor reports are prepared and submitted in a timely manner in collaboration with the relevant member of the Project Management Group (PMG). The Associate Finance Officer (NA) liaises with relative staff in involved IAEA Departments and Divisions in particular the Division of Budget and Finance (MTBF) and the Division of Procurement (MTPS). She/he will work with the Project Manager and PMG to ensure financial payments are made following the approval process and will prepare monthly, cost reports and financial summaries informing the management of the detailed project financial status and outlining critical issues that need attention in a timely manner.
The Associate Finance Officer (NA) is: (1) a financial administrator: analyzing all required infrastructure-related tasks identified under the ReNuAL 2 initiative as well as other relevant Major Capital Projects in Seibersdorf; (2) a liaison between the Division of Budget and Finance and the Project Manager, PMG staff, the Project Executive, other senior managers and contracted firm(s) in reviewing, evaluating and ensuring budget and finance requirements of the projects. 3) an analyst responsible for financial and donor reports, also recommending new or enhancing existing procedures to increase efficiency and effectiveness of resource allocation and use.
Functions / Key Results Expected
- Handle extrabudgetary contributions through the lifecycle: initiate and ensure completion of the acceptance process; assignment of project funding and allocation of project budgets in Oracle/ AIPS after pledge acceptance; reconciliation of received income vs pledge amounts, maintenance/updating of the financial plan for extrabudgetary contributions and ensuring funding is spent as per requirements by donors while ensuring an accurate overview of remaining project funding requirements.
- Review task initiation forms (TIFs) and maintain financial filing system for tasks by project.
- In close collaboration with the team, review the status of budget utilization by project/task/item of expenditure; making budget transfers between tasks whenever necessary; maintaining the project/task structure in AIPS as required; ensuring all internal IAEA financial regulations are adequately followed.
- Keep up-to-date documentation, reports, guidelines and files that have a bearing on matters related to the area of responsibility.
- Provide in-depth analysis of budget and expenditures, review and reconcile actual expenditures as well as track all purchase orders already in place, as well as minor transactions.
- Monitor, analyse and report on the allocation, management, monitoring and reporting of resources and actuals recommending enhancements, as appropriate.
- Support the PMG on matters related to the facilitation of procurement plans and review of all related purchase orders and contractual obligations.
- Contribute to the preparation of project budget estimates by item of expenditure, compiling information relevant to project planning as well as budget utilization.
- Support the preparation of cash requirements/cash flow forecasts.
- Calculate internally developed asset values and facilitate with MTBF information concerning overall balance sheet calculations and reconciliations annually and prepare accounting reports in compliance with Public Sector Accounting Standards (IPSAS).
- Track donor requirements on donor reporting in order to ensure they are compiled and submitted in a timely manner as identified in the pledge letters and/or donor agreements.
- Assist the PMG in Preparing financial status reports as requested and ensure accurate financial and management reporting, perform year end closing tasks and prepare ad hoc reports as required.
- Regularly liaise with PMG, MTBF, MTPS, the AIPS team and other key partners to support the assessment of costs, financial risks, and other financial issues regarding ongoing activities
Qualifications, Experience and Language skills
- Bachelor's Degree - University degree in Business administration, accounting, finance or other related field
- Minimum two years of financial experience including several at the international level, and a proven record of planning, coordinating and executing programmatic and/ or project activities. Experience with large capital projects involving scientific/technical buildings is an advantage.
- Experience in Enterprise Resource Planning (ERP) and UN finance system would be an asset.
- Experience in IPSAS would be an asset.
- Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.