Olga Rebikova

As Project Financial Officer, I use data from relevant ERP and Technical Cooperation (TC) systems to advise management on how to fulfil the comprehensive reporting requirements for donors and the IAEA. My responsibilities include preparing and analysing reports, making regular and ad hoc recommendations on the financial implementation of projects and optimising the use of contributions.

Financial data analysis: I identify the most effective methods for extracting and interpreting TC project financial data to enable efficient monitoring of fund utilisation and project activities across all funding sources. I conduct financial analyses related to the TC programme, investigate major discrepancies and recommend remedial actions. In addition, I analyse the eligibility of expenditure for donor-funded activities and advise department staff on potential risks. I also provide input on user requirements for improving the TCFIMS reporting tools and create new reports that improve financial management.

Invoice and transaction management: I am responsible for clearing invoices and tracking payments with the Division of Budget and Finance. As part of transaction management, I review TC-HR (Non-Procurement) POs across various platforms and manage the batch closure of non-procurement POs. Additionally, I process and track shipping charges from global freight forwarders, ensure timely monthly payments and monitor warehouse charges to keep the Programme Management Officers (PMO) informed. I also contribute to the White Book Addendums and compile overviews as required.

Project maintenance: As a functional leader, I oversee the maintenance of over 2000 TC projects. My responsibilities include managing project extensions, ensuring compliance with established rules and regulations for project openings and advising TC staff on project closure procedures. I also manage the work breakdown structures by reviewing and correcting work plan errors, creating tasks in accordance with TC guidelines and facilitating task extensions.

Process improvement and policy development: I draft financial instructions and policies, focusing on project and task maintenance, extensions, geographic reporting, and the closure of purchase orders. I actively look for opportunities to streamline processes, particularly with regard to Oracle ERP OBIEE reports for internal use related to TC dashboards. I also work with colleagues to plan, develop and lead trainings in my area of expertise.

Project planning and reporting: I led and coordinated the RAS contribution to biennial planning and mid-term and biennial reporting in "Hyperion” to streamline project management activities for both regular and extra-budgetary resources in line with the principles of results-based management and in coordination with other divisions and departments of the organisation. I provided guidance to the Technical Officers (TOs) and Project Managers (PMs) on the process itself, which included creating project briefs, identifying section priorities requiring the organisation's priority core funds, identifying efficiencies across all section projects and identifying synergies between similar services leading to cost savings. I made cost estimates for all planned activities according to their nature and in accordance with the organisation's financial and travel regulations. In addition, I briefed TOs and PMs on the timeline, expectations and deliverables of the process, reviewed the quality of their input and liaised with other staff to consolidate my section’s input with that of the division and department.

Financial: I created and updated databases and tools for financial planning, forecasting and monitoring of Regulatory Activities Section (RAS) activities to regularly inform management of funds status to enable ad hoc decisions. I reviewed and analysed actual expenditure against forecast budgets to ensure consistency of information in the systems. When discrepancies were identified, I alerted my superiors to potential financial problems and proposed contingency plans and risk mitigation measures in accordance with the IAEA's financial rules and regulations. This included the necessary fund transfers to support the preparation of financial and progress reports. I acted as the Section's focal point for coordinating the financial arrangements for regular budget and numerous extra-budgetary contributions and acted as a point of contact, utilising various IAEA ERP modules to track payments related to the Section's activities.

Project implementation: I was responsible for planning, organising, implementing and participating in all types of IAEA events. This included the Integrated Regulatory Review Service (IRRS) peer review missions.. Additionally, I gathered and consolidated inputs from both internal and external collaborators for mission reports.

Financial implementation and reporting: I supported the preparation and monitored the progress of the Technical Cooperation Programme, focusing on the Technical Cooperation Fund (TCF). Additionally, I served as the Award Administrator for all TCF Awards and assisted in reviewing ad-hoc financial reports related to the TCF.

I held a functional leadership role in various aspects, including budget revisions. This involved overseeing budget adjustments from one project to another and between projects and holding projects. I collaborated with Project Management Officers (PMOs) to review individual projects and assess potential fund transfers.

Regarding the release of funds, I conducted quality checks on requests to release 25% of Board of Governors approved 100% project funding and ensured the allotment of approved requests. At the end of the calendar year, I facilitated the release of the non-allotted 25% to holding projects.

I also managed fund reclassifications related to the TCF and handled National Participation Costs (NPC) by generating NPC invoices and offering guidance to PMOs on any issues or queries related to NPC invoices.

Policy development: I collaborated with the Unit Head, Section Head, IT team and the ERP end-users to draft financial instructions and guidelines and sought opportunities for process improvements and simplifications in electronic workflows.

Outreach to regional divisions: I engaged in outreach to Regional Divisions, which involved planning, developing, scheduling, and leading training sessions on the Financial Project Management of TC Projects. I also provided ad-hoc trainings on other financial tools based on customer demand.

I contributed to the efficient preparation and execution of field activities aimed at supporting the creation and completion of Inspection and State Evaluation Reports (IRs, SERs), as well as Safeguards Implementation Reports (SIRs).

I oversaw the management of standard and regular correspondence with States concerning evaluation and implementation activities. This included generating notification letters and cover letters for Safeguards Statements to State Authorities. I collaborated closely with the Section Head, Senior Inspectors, relevant inspectors, Country Officers, and other stakeholders to ensure prompt and effective responses.

Additionally, I led the initiation of new plans for field activities, assigned or reassigned inspection and verification documentation packages and access rights to inspectors enabling them to undertake facility inspections.

I supported the coordination of briefing and debriefing meetings on field activities and subsequent actions, including recording minutes and monitoring reporting timelines.

Furthermore, I assisted in consolidating and compiling all field analysis results and documentation for State evaluation purposes.

Moreover, I maintained and monitored all recommendations from Departmental information review committees, ensuring the implementation, compliance, and verification of all related information.

I implemented meetings, seminars, and workshops both at the headquarters and external locations, overseeing logistics, preparing Special Service Agreements, compiling handouts, and creating promotional materials. This involved close collaboration with the Administrative Officer, other Agency departments, and external stakeholders.

Furthermore, I was responsible for maintaining office and agency databases and management reporting systems. These systems were essential for documenting activities and monitoring the progress of work plans and financial expenditures within the Section.

In addition, I contributed to the development of the Electronic Data Management System and the Staff Orientation Programme.

Moreover, I provided support and training to new staff members, fellows, and scientific visitors within the Section, ensuring they were equipped with the necessary knowledge and skills for their roles.

I coordinated and organized various activities including trainings, meetings, corporate events, and round tables. Additionally, I contributed to marketing and advertising efforts by maintaining and updating the corporate website and creating promotional materials collaborating with external graphic designers. Furthermore, I provided business-related interpretation and translation services as needed, fulfilling requests from the Director.

I provided assistance to clients of the British Council, addressing their needs and utilizing the organization's services and resources. This included responding to inquiries in person, over the phone, and through emails, as well as facilitating the organization of round tables, seminars, and English language courses.