Associate Planning and Coordination Officer(P2)

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

IMPORTANT NOTICE REGARDING APPLICATION DEADLINE: Please note that the closing date for submission of applications is indicated in local time as per the time zone of the applicant's location.

Organizational Setting

The Department of Safeguards carries out the IAEA’s duties and responsibilities as the world’s nuclear inspectorate, supporting global efforts to stop the spread of nuclear weapons. The primary role of the Department is to develop and implement IAEA safeguards to ensure that there is no diversion of declared nuclear material from peaceful activities and no indications of undeclared nuclear material or activities in a State as a whole.

The Department comprises nuclear safeguards inspectors, responsible for carrying out inspections and verifications of all-safeguards relevant information for nuclear facilities in 190 States; and technical staff responsible for a wide range of activities including: developing concepts and approaches for implementing safeguards; developing and maintaining safeguards equipment; providing analytical and laboratory services for sample analysis; collecting, evaluating and analysing safeguards-relevant information; providing information and communication technology infrastructure and services; and providing programme coordination support.

Within the Office of the Deputy Director General, the Section for Safeguards Programme Coordination (SPC) is the principal advisory body supporting the Department’s management. The Section provides coordination and support in the areas of safeguards implementation, programme and budget, human resources, performance monitoring, effectiveness evaluation, communication, and in formulation and execution of departmental policies and procedures.

Main Purpose

Under the general supervision of the Section Head and reporting to the Planning and Coordination Officer (PCO), the Associate Planning and Coordination Officer contributes to the management a number of human resource processes within the Department of Safeguards, and compiles, analyses and consolidates a wide variety of information in the area of human resources and finance to ensure effective operations and efficient use of resources within the Department of Safeguards.

Role

The Associate Planning and Coordination Officer is: (1) a collaborator in departmental-wide human resource procedures, providing support to management and staff on HR processes; (2) an analyst providing information and proposing recommendations on a range of internal departmental processes; and (3) a contributor to the preparation of reports and analyses, recommending enhancements to procedures to optimize resource allocation and use.

Partnerships

The Associate Planning and Coordination Officer works closely with colleagues within the Section’s HR team to ensure effective departmental support to planning, coordination and HR activities. This includes building and maintaining effective working relationships with line managers throughout the Department to provide advice and support on human resource management processes. The Associate Planning and Coordination Officer collaborates closely with counterparts in the Division of Human Resources on the effective use of human resources, recruitment activities, general staffing matters, and to develop and enhance existing procedures.

Functions / Key Results Expected

Support the Planning and Coordination Officer with initiation and follow up of human resource processes to ensure critical staff are in place to support the programmatic needs of the Department.
Streamline internal recruitment processes for the Department, assisting managers with recruitment activities and ensuring that the Senior Management Team has an overview of ongoing recruitment in their respective areas.
Administer the internal bulk recruitment processes and annual rotation exercises, under the supervision of the Planning and Coordination Officer.
Contribute to the preparation of human resource requirements for the programme and budget in close collaboration with the Planning and Coordination Officer and the Administrative Associates.
Support the Department on matters relating to the use of the Agency-wide Information System for Programme Support (AIPS), including participating in working groups, supporting user testing, providing feedback and advising the Section Head and PCO on relevant issues.
Prepare statistics, charts, and safeguards specific reports from various databases for senior management, as well as other reports and presentations in the area of human resources. 

Prepare documentation and coordinate departmental submissions for the bi-annual contract extension review processes.
Contribute to departmental projects and continuous improvement initiatives, as requested, including reviewing procedures and guidelines.
Other duties: Represent the Section in specified safeguards human resource matters as delegated by the Planning and Coordination Officer; ensure effective record keeping of documentation, reports, guidelines and files; act as backup for the Planning and Coordination Officer; and draft or prepare ad hoc correspondence, reports or analyses to respond to enquiries in respect of relevant human resource matters.

Competencies and Expertise

Core Competencies(Competency Framework) Name Definition   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.   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.

Functional Competencies Name Definition   Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.   Commitment to continuous process improvement Identifies opportunities for process, system and structural improvement as well as improving current practices, increasing effectiveness and achieving efficiency gains. Actively supports the application of sound quality management standards and process improvement.   Judgement/decision making Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.

Required Expertise Name Definition   Human Resources / Recruitment Expertise in supporting recruitment processes for a range of technical and administrative roles.   Management and Programme Analysis /Analytical Writing Skills Ability to produce clear and accurate reports and summaries on HR and programmatic issues.   Management and Programme Analysis / Reporting Analytical skills and the ability to create reports and analyses, for example, on HR and finance related data.

Asset Expertise Name Definition   Human Resources/ Workforce Planning Knowledge of human resource management regulations and practices in international organizations.

Qualifications, Experience and Language skills

• University degree in human resources, business administration, public administration, social sciences, or a related field.
• Minimum of two years of working experience at the national or international level providing HR services, such as resource planning, recruiting and/or budget forecasting.
• Experience coordinating business needs and liaising with relevant stakeholders to provide advice and support on HR, financial and/or operational matters.
• Experience in assisting management to facilitate achievements while complying with organizational rules, regulations and practices. 
• Experience in using Enterprise Resource Planning (ERP) systems for HR and/or finance related tasks an asset. 
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) an asset.

  Remuneration

  The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $55163 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 27361*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; Other benefits include 6 weeks' annual leave, home leave travel, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/professional-staff/conditions

  General Information

  • The IAEA's paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
  • Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person's race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
  • The IAEA is committed to gender equality and to promoting a diverse workforce. Applications from qualified women and candidates from developing countries are strongly 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.
  • The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

    Evaluation process

    • The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
    • Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

      Appointment information

      • Appointment is subject to a satisfactory medical report.
      • Staff members may be assigned to any location.
      • Candidates appointed to posts in the Professional and higher categories are subject to IAEA rotation policy and their maximum tour of service shall normally be seven years.
      • 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.