Management Services Officer(P3)

Job Description – Management Services Officer (P3) (2024/0714 (251645))

Organization

OIOS-Internal Audit and Management Services Group

Primary Location

Job Posting

2024-12-18, 10:39:48 AM

Closing Date

2025-01-01, 10:59:00 PM

Duration in Months: 12

Contract Type: Temporary Assistance – Extrabudgetary

Full Competitive Recruitment: No

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 Office of Internal Oversight Services (OIOS) comprises four main functional areas: internal audit, investigation, management services and programme evaluation. In accordance with its Charter, OIOS provides the Director General and IAEA managers with objective, independent and systematic assessments for the purposes of improving the efficiency and effectiveness of programme delivery, and ensuring accountability, sound governance, risk management and internal control, and good management practice.

Main Purpose

As a member of the Internal Audit and Management Services Group, under the overall supervision of the Director of OIOS, the Management Services Officer provides independent advisory services to IAEA managers with the aim to improve the maturity of management systems and tools and to continuously strengthen efficiency, effectiveness and operational excellence in compliance with the OIOS Charter.

Role

The Management Services Officer is (a) a professional, knowledgeable in deploying consulting methodologies and business analysis techniques in the context of advisory assignments and managerial reviews, and (b) a member of teams, planning and providing advisory services to IAEA senior management aimed to ensure that the IAEA continuously pursues operational excellence and remains a reliable steward of public resources.

Functions / Key Results Expected

The Management Services Officer supports the Management Services function of OIOS by bringing professional knowledge related to business intelligence/analysis and management consulting, which she/he applies to deliver advisory services to internal clients aimed to strengthen current business practices and processes, streamline organizational settings, and improve management systems and tools.

The Management Services Officer designs and delivers consulting services, and fully participates in the main phases of the advisory process. She/he:

1. Contributes to the framing, planning and definition of the methodological frameworks;
2. Conducts fieldwork and other operational activities, including documentary research, data collection and analysis, diagnosis of the \’as is\‘ situation and identification of solutions and ways forward;
3. Contributes to drafting and presenting of assignment reports and other assignment deliverables, e.g. power point presentations and training materials;
4. Interacts with clients, co-facilitates workshops with assignment stakeholders, and coordinates with external experts engaged in the execution of advisory assignments, as required.

The Management Services Officer may develop new advisory methodologies and tools as part of the continuous improvement of the Management Services function, and perform benchmarks and analyses of best practices in comparable organizations including collating the results of these exercises.

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.

Client Orientation

Helps clients to analyse their needs. Seeks to understand service needs from the client’s perspective and ensure that the client’s standards are met.

Commitment to Continuous Process Improvement

Plans and executes activities in the context of quality and risk management and identifies opportunities for process, system and structural improvement, as well as improving current practices. Analyses processes and procedures, and proposes improvements.

Judgement/Decision Making

Consults with supervisor/manager and takes decisions in full compliance with the Agency’s regulations and rules. Makes decisions reflecting best practice and professional theories and standards.

Required Expertise

Function

Name

1. Internal Oversight Advisory Services and Management Reviews: In-depth knowledge of modern leadership practices including results-based management; change management; project management; financial resource management; HR management; and risk management.
2. Management and Programme Analysis: Business Acumen Ability to understand the Agency’s programmatic functions and business models and apply them to managing and measuring results.
3. Management and Programme Analysis: Development and Implementation of Management Systems: In-depth knowledge of results-based management as management system, with particular reference to the development, review and improvement of result metrics and indicators.

Qualifications, Experience and Language Skills

• Bachelor\’s Degree – University degree in business administration, public policy and administration, economics, finance or related fields. Advanced university degree in these disciplines is highly desirable.
• Professional certification as a management consultant is an asset.
• Minimum of five years of relevant professional experience, three of which in a management advisory role, preferably related to improving management systems and tools and/or planning and implementing major organizational change, in public or private organizations.
• Required practical experience in applying techniques and methods for mapping/measuring/analysing: efficiency and effectiveness; workflow and processes; organizational structure alignment with the objectives; financial and resource allocation; and good practices through benchmarking, preferably acquired in an international organization/business setting.
• Hands-on knowledge of Enterprise Resources Planning (ERP) systems is an advantage.
• Experience in use of statistical and data analysis applications is an advantage.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

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.

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