Finance Assistant - Hoofdinhoud

(G-6) Organizational Unit: Division of General Services Department of Management Duty Station: Vienna, Austria Issue Date: 26 January 2012 Application Deadline: 23 February 2012 Type of Appointment: Either a Fixed-term or Temporary-assistance appointment may be offered (subject to a probationary period of 1 year) CCOG codes: 2.A.01 Organizational Setting The Division of General Services is one of the six Divisions in the Department of Management. The Division of General Services provides service functions through the Director's Office and five Sections: Facilities Management, Seibersdorf Facility Management, Archives and Records Management, Transport and General Support, and Commissary Management. The Finance Assistant works in close cooperation with the Finance Officer, P3, the Section Heads and the Administrative Assistant, under the supervision of the Director, Division of General Services. Main Purpose The Finance Assistant provides financial assistance in the area of the VIC operating costs, carrying out necessary cross-checks as required. The Department's operating environment is interactive, participative and dynamic with continuous inputs received from the Board of Governors, the General Conference, policy and decision-makers, as well as counterparts in Member States and in the international development community. Working Relationships In the areas of responsibility, the Finance Assistant obtains assistance, provides advice, clarifies information, and resolves difficult issues by working collaboratively with staff in the Division. Furthermore, close cooperation is established with the Division of Budget and Finance, the respective counterparts in the other VIC based organizations as well as the liaison offices in New York, Geneva and Washington to build pro-active, information-sharing and problem-solving relationships. Functions / Key Results Expected To maintain records of the VIC maintenance and operation cost, security matters including security enhancement, business continuity and costs of the new Conference facilities. These records are needed for the purposes of controlling allotments and financial performance. To collect information and assist in the establishment of the budget for VIC maintenance and operation including all projects as mentioned above and to be in constant contact with MTBF. To be responsible for the proper control, certification and processing of invoices from UNIDO and UNOV related to the Agency's share of the cost of VIC maintenance and operation including security enhancement matters as well as business continuity which include a variety of projects. The total amount of invoices processed p.a. is approx. 22 million Euro. To manage the entire process associated with 100% IAEA costs (non-cost-shared items of expenditure of VIC operating costs and various charges for Liaison offices) for the purpose of keeping proper records and verifying correctness prior to approval for payment. To prepare and interpret financial performance reports as required; review actual expenditures against budget to ensure that information on the systems tally, making corrections when necessary and provide advice to Section Heads and Director on possible use of funds or changes that could be made. To assist managers on programme and budget expenditures using the IAEA's financial system; to compile, draft and consolidate information relevant to programme and budget expenditure and performance assessments; to prepare costing, participate in discussions and finalize inputs for approval and submission to the Director, Division of General Services. To be responsible for the Petty Cash for the IAEA. Knowledge, Skills and Abilities Thorough knowledge of the principles and practices of financial management in an international organization; know-how in IPSAS accounting, budgeting, financial monitoring, and procurement is essential. Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, act pro-actively, meet deadlines, adapt to changing demands and multitasking. Due to a rather stand-alone position to have a high degree on independency with sound personal judgement. Ability to work with a high degree of accuracy and attention to detail, identify errors or discrepancies. Ability to manage a heavy workload under pressure. Profound computer skills and knowledge of the MS Office package (Word, Excel, Power Point, etc.) which is the IAEA standard. AIPS/Oracle ERP, tracking software experience highly desirable. Excellent interpersonal skills, including the ability to operate effectively across organizational boundaries and the ability to establish and maintain working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity. Good communication skills in both oral and written forms are essential (e.g. ability to write reports, databases, spread sheets etc.). Knowledge sharing: Ability to mentor and provide guidance to other office support staff, to advise them on administrative practices and procedures which contributes to an increased efficiency and quality of service. Education, Experience and Language Skills Completed secondary education. Degree of Commercial High School or equivalent desirable. At least 10 years of experience, in several of the fields of: finance, accounting, administrative services, or other related fields, thereof at least 5 years in an international environment. English language test (level 2) and typing test (level 2) to IAEA standard. Excellent command of both oral and written English essential. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian, Spanish) an advantage. Good knowledge of German an advantage in order to deal with outside companies. Remuneration The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €46 145 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance. How to Apply Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. 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.