Associate Planning and Coordination Officer(P2)

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

General Information

The IAEA is committed to gender equality and to promoting a diverse workforce.