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Chief, General Services Section (P-5)

Vienna

  • Organization: CTBTO - Comprehensive Nuclear Test Ban Treaty
  • Location: Vienna
  • Grade: Senior level - P-5, International Professional - Internationally recruited position
  • Occupational Groups:
    • Managerial positions
  • Closing Date: Closed

VA ID:  2008
Grade Level:  P-5
Division:  Division of Administration
Section:  General Services Section
Unit:  
Type of Appointment:  Fixed Term Appointment
Date of Issuance:   10 May 2024
Deadline for Applications:
 24 June 2024
Vacancy Reference  VA128-2008-2024
Reporting Date:  As soon as possible

Please note that all candidates should adhere to CTBTO Values of Integrity, Professionalism and Respect for Diversity.

Qualified female applicants and persons with disabilities are encouraged to apply.

 A roster of suitable candidates may be established for similar positions at the same level as a result of this selection process for a period of two (2) years.

Organizational Background

The Preparatory Commission for the Comprehensive Nuclear-Test-Ban Treaty Organization with its headquarters in Vienna, Austria is the international organization setting up the global verification system foreseen under the Comprehensive Nuclear-Test-Ban Treaty (CTBT), which is the treaty banning any nuclear-weapon-test explosion or any other nuclear explosion. The Treaty provides for a global verification regime, including a network of 337 stations worldwide, a communications system, an international data centre and on-site inspections to monitor compliance.

Organizational Setting

This position is located in the General Services Section, Division of Administration.  The Division of Administration is committed to sustaining a service-oriented environment by ensuring that all PTS staff members receive efficient and high-quality support in the areas of budget, finance, general services, and procurement.

Reporting Lines

Under the supervision of the Director, Division of Administration, to:

Duties and Responsibilities

  • Plan, formulate, supervise, and manage the work programme of the Section, including building management of the CTBTO premises at the Vienna International Centre (VIC), environmental management, management of office equipment, travel administration, transportation and visa support, records management, mail operations, registry and archives management, diplomatic entitlement support and administration, shipment support as required, insurances, security coordination, official vehicles maintenance, and driver/messenger services.
  • Develop strategies and practices to ensure the timely provision of efficient, effective, transparent, economical, innovative and customer-focused general services. 
  • Establish priorities, plan, and implement in a timely manner, and provide direction, guidance and advice ensuring the most appropriate use of the human and financial resources; Develop and implement internal control policies on all aspects of General Services.
  • Coordinate with other VIC based organizations on the provision of services within the scope of the work programme of the Section to which the Provisional Technical Secretariat (PTS) subscribes from these organizations.
  • As assigned, represent the Organization at relevant VIC and UN inter-agency bodies meetings and working groups, and in negotiations with the host government; ensure smooth partnerships and communication with the Austrian counterpart authorities.
  • In close coordination with United Nations Security and Safety Service (UNSSS) and the designated Focal Point for security issues, be responsible for coordinating the Organization’s preparedness and response to safety and security matters and providing senior management and all relevant actors with advice, guidance and technical assistance. Monitor United Nations Department of Safety and Security (UNDSS) security notifications and communicate relevant information. Report security incidents affecting CTBTO staff, offices and assets to senior management and coordinate with UNSSS.
  • In close coordination with other relevant stakeholders, lead or participate in projects to draft, review and update the policy framework and administrative issuances relevant to General Services, including the development of business continuity, contingency and recovery plans.
  • Coordinate and support the establishment and implementation of governance arrangements, policy framework, processes and practices relating to Records and Archive Management (RAM).
  • Oversee the Travel Management Provider and other vendors’ compliance with the terms of the contracts ensuring both economic and efficient service delivery in the best interest of the Organization. Actively collaborate with the International Monitoring System (IMS) Division in developing and refining IT solutions for travel management and related processes.
  • Manage and administer service and insurance contracts ensuring timely renewal and periodic rebidding. Manage the provision and administration of insurance coverage for CTBTO staff members, premises, property, assets and equipment.
  • Develop systematic documentation on processes and procedures including archiving of forms and documents as well as guides for the CTBTO staff members concerning services provided by the General Services Section. 
  • Coordinate with stakeholders’ PTS office space planning, management, and allocations with a view towards optimization and use of modern practices.
  • Promote the use of automation and technology for effective and agile operations.
  • Foster an environment of data driven analysis for decision making and efficient use of resources.
  • Manage the human resources of the Section and provide guidance, supervision and mentoring to the staff of the Section to support high-performance and results.
  • Perform other duties as assigned.

Education

  • Advanced university degree in public or business administration, management, or a related field.

Work Experience and Qualifications

  • At least ten (10) years of progressively responsible relevant working experience in the field of administration of diverse areas of organizational management, preferably four (4) of which should have been in an international environment;
  • At least four (4) years of experience in leading and supervising staff across multiple areas of responsibilities, exhibiting strong leadership skills and proven capability in managing teams within a complex and dynamic environment;
  • Demonstrated competence handling issues with political sensitivity, engaging liaisons with tact and excellent judgement;
  • Proven ability to identify client needs, propose appropriate solutions, and establish effective relationships with senior staff, external collaborations, and other contacts; 
  • Track record of strong analytical and negotiation skills, as well as ability to build creative, productive partnerships, both internally and externally; 
  • Strong ability to communicate effectively in both written and oral form in the context of a multicultural environment and with multiple client stakeholders;
  • Solid understanding of and experience with procurement practices and contract management;
  • Experience in the use and implementation of an ERP system (SAP preferred).

Languages

  • Excellent written and oral communication skills in English are essential. Knowledge of other official CTBTO languages (Arabic, Chinese, French, Russian and Spanish) is desirable. 

Competencies

  • Professionalism - Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations;
  • Communication - Speaks and writes clearly and effectively; listens to others, correctly interprets messages from other and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match the audience; demonstrates openness in sharing information and keeping people informed;
  • Planning and organizing - Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary;
  • Team work - Works collaboratively with colleagues to achieve organisational goals; solicits input by genuinely valuing others' ideas and expertise; is willing to learn from others; places team agenda before personal agenda; builds consensus for task purpose and direction with team members; supports and acts in accordance with final group decisions, even when such decisions may not entirely reflect own position; shares credit for team accomplishments and accepts joint responsibility for team shortcomings;
  • Accountability - Takes ownership of all responsibilities and honors commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable;
  • Creativity - Actively seeks to improve programmes or services; offers new and different options to solve problems or meet client needs; promotes and persuades others to consider new ideas; takes calculated risks on new and unusual ideas; thinks “outside the box”; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches; 
  • Client orientation - Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive relationships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress and setbacks in projects; meets timeline for delivery of products or services to clients;
  • Commitment to continuous learning - Keeps abreast of new developments in own occupation/profession; actively seeks to develop oneself professionally and personally; contributes to the learning of colleagues and subordinates; shows willingness to learn from others; seeks feedback to learn and improve;
  • Technological Awareness - Keeps abreast of available technology; understands applicability and limitations of technology to the work of the office; actively seeks to apply technology to appropriate tasks, shows willingness to learn new technology.

Managerial Competencies

  • Leadership - Serves as a role model that other people want to follow; empowers others to translate vision into results; is proactive in developing strategies to accomplish objectives; establishes and maintains relationships with a broad range of people to understand needs and gain support; anticipates and resolves conflicts by pursuing mutually agreeable solutions; drives for change and improvement; does not accept the status quo; shows the courage to take unpopular stands.
  • Vision - Identifies strategic issues, opportunities and risks; clearly communicates links between the Organization’s strategy and the work unit’s goals; generates and communicates broad and compelling organizational direction, inspiring others to pursue that same direction; conveys enthusiasm about future possibilities.
  • Empowering Others - Delegates responsibility, clarifies expectations, and gives staff autonomy in important areas of their work; encourages others to set challenging goals; holds others accountable for achieving results related to their area of responsibility; genuinely values all staff members’ input and expertise; shows appreciation and rewards achievement and effort; involves others when making decisions that affect them.
  • Building Trust - Provides an environment in which others can talk and act without fear of repercussion; manages in a deliberate and predictable way; operates with transparency; has no hidden agenda; places confidence in colleagues, staff members and clients; gives proper credit to others; follows through on agreed upon actions; treats sensitive and confidential information appropriately.
  • Managing Performance - Delegates appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.
  • Judgment/Decision Making - Identifies the key issues in a complex situation, and comes to the heart of the problem quickly; gathers relevant information before making a decision; considers positive and negative impact on others and on the Organization; proposes a course of action or makes a recommendation based on all available information; checks assumptions against facts; determines that the actions proposed will satisfy the expressed and underlying needs for the decision; makes tough decisions when necessary.

Remuneration

CTBTO offers an attractive compensation and benefits package in accordance with the policies of the International Civil Service Commission. For more information on UN salaries, allowances and benefits, see link: http://www.un.org/Depts/OHRM/salaries_allowances/salary.htm). The salary offered may be subject to deductions to the United Nations Joint Staff Pension Fund and/or Health Insurance Scheme.

Additional Information

  • All applications must be submitted through the CTBTO e-Recruitment system before the deadline stated in the vacancy announcement.
  • Incomplete applications and submission of employment history in formats other than the CTBTO Employment Information Form will not be considered
  • The CTBTO Preparatory Commission retains the discretion not to make any appointment to this vacancy; to make an appointment at a lower grade in particular if the candidate has less than the qualifications required; to make an appointment with a modified job description, or to offer a contract term for a shorter duration than indicated in the vacancy announcement.
  • Please note that the CTBTO will only consider academic credentials or degrees obtained from an educational institution recognized in the IAU/UNESCO list.
  • The CTBTO reserves the right to undertake correspondence only with shortlisted candidates.
  • Candidates under serious consideration for selection will be subject to a reference-checking process.
This vacancy is now closed.
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