International Atomic Energy Agency (IAEA)

Section Head (Facilities Management)

International Atomic Energy Agency (IAEA)

Job Description

  The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS).

The Facilities Management Section provides technical advice and has overall responsibility for the implementation of major facilities management specific projects and administrative services including property management and multi-media services for the IAEA. The Section comprises of two Units, namely the Facilities and Property Management Unit and the Project and Technical Support Services Unit.

Main Purpose

Reporting to the Director of General Services, the Section Head plans, coordinates and supervises all matters related to strategy and the implementation of programmatic objectives for effective response to a wide range of projects, including building and engineering services, property control and inventory services and technical support for the IAEA's conferences and meetings. The Section also provides professional services to off-site IAEA representations, such as the Monaco Laboratories and regional offices.

The Section Head plans, coordinates and manages the activities of the Facilities Management Section consisting of the (i) Facilities and Property Management Unit and the (ii) Project and Technical Support Services.

Role

The Section Head is: (1) an Adviser to the Division Director (DIR-MTGS) on matters of policy, strategy, and complex facilities management issues and operational services; (2) a team leader, ensuring prompt and efficient service delivery, and effective results; (3) a manager, responsible for effective human and financial resources management, and supporting staff development; and (4) an Engineer and substantive expert, professionally overseeing and coordinating engineering and facilities management services.

Functions / Key Results Expected

Ensure strategic integration of the outputs: lead the collaborative planning of the programme of the Section, identify and encourage linkages with related work units, internal and external stakeholders, and integrate the medium-term strategy to business requirements.

Establish concrete objectives, milestones and performance indicators, and review effectiveness and the focus on priorities in line with the results based framework.

Provide leadership and structure: develop the annual work and budgetary plans in line with the Programme and Budget.

Lead and manage an innovative and effective team of professional and support staff, promote internal and external collaboration, and ensure, through learning opportunities, work assignments and recruitment, an effective balance of skills, competence and resources.

Guide the development of best-practices, policies and standard operating procedures framework in the area of the facilities management and administrative support services and ensure their effectiveness and consistent application throughout the organization.

Promote, and actively pursue cross-cutting collaboration to enable integration with related plans and policies, as well as the broader goals and strategies of the IAEA.

Manage IAEA facilities and related activities, including supervision of general architectural and engineering Design and detailed planning of work, the preparation of specifications, cost estimates and time schedules for all new construction, additions and alterations for IAEA Headquarters in the VIC, the laboratories Seibersdorf and Monaco, the premises in Toronto and Tokyo, and the offices in New York and Geneva.

Review proposals, work and activities for technical soundness, compliance with applicable industry standards and norms, and safety requirements. Plan logistics, supervise and review the work of vendors, consultants, contractors and BMS/UNIDO prior to confirming payment for provided goods and services.

Assist DIR-MTGS in formulating the requirements and position of the IAEA in interactions with the counterparts in other Vienna Based Organizations (VBOs) and the Host Country Authorities (IAKW) on various issues, such as common services, joint activities, major structural changes to premises, and other infrastructure matters.

Develop and implement policies related to office space allocation, and expendable and non-expendable property. Act as Secretary to the Property Survey Board.

Manage the Headquarters administrative support services for a wide range of various departmental requirements, including specialised service contracts and space for the pharmacy, office cleaning services and dry-cleaning services.

Competencies and Expertise

Core Competencies Planning and Organizing Sets clearly defined objectives for himself/herself and the team or Section. Identifies and organizes deployment of resources based on assessed needs, taking into account possible changing circumstances. Monitors team’s performance in meeting the assigned deadlines and milestones.

&nbsp Communication Encourages open communication and builds consensus. Uses tact and discretion in dealing with sensitive information, and keeps staff informed of decisions and directives as appropriate.

&nbsp Achieving Results Sets realistic targets for himself/herself and for the team; ensures availability of resources and supports staff members in achieving results. Monitors progress and performance; evaluates achievements and integrates lessons learned.

&nbsp Teamwork Encourages teamwork, builds effective teams and resolves problems by creating a supportive and collaborative team spirit, remaining mindful of the need to collaborate with people outside the immediate area of responsibility.

Functional Competencies Analytical thinking Applies business analytics to establish programme priorities.

Makes rational judgements from the available information and Analysis.

&nbsp Client orientation Examines client plans and develops services and options to support ongoing relationships. Develops solutions that add value to the Agency’s programmes and operations.

&nbsp Judgement/decision making Consults with and seeks advice at the appropriate managerial level when making complex decisions. Facilitates dialogue and development of best practice to support judgement/decision making, in full compliance with the Agency’s regulations and rules.

Required Expertise Management and Programme Analysis Business Acumen Ability to evaluate business solutions and to develop long term strategic plans.

Administrative Support Discretion and Respect for Confidentiality Ability to deal with sensitive issues with tact and diplomacy.

Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in Windows/Office applications is indispensable, and in overall information and communication technologies desirable.

Management and Programme Analysis Project Management Ability to lead projects, to analyze and re-engineer business processes.

Procurement Services Purchasing and Contracting Ability to establish and manage commercial contracts.

Qualifications, Experience and Language skills Master's Degree - Advanced university degree in architecture, engineering, facilities management or other related field.

Other - A first level university degree in architecture, engineering, facilities management or other related field, with 3 additional years of relevent experience will be considered in lieu of the advanced university degree.

Minimum of seven years of relevant professional experience in facilities management, general services and engineering project management or other relevant area, including at least 5 years of experience in an international organization.

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, English, French, 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 $74913 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 35359, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; 6 weeks' annual vacation, home leave, pension plan and health insurance 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
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