Purchasing Assistant (SGIM)(G5)

Purchasing Assistant (SGIM)(G5)

Organization: SGIM-Division of Information Management

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Duration: 36 months

Contract Type: Fixed Term - Regular

Organizational Setting

The Department of Safeguards carries out the IAEA's duties and responsibilities as the world's nuclear inspectorate, supporting global efforts to stop the spread of nuclear weapons. The Division of Information Management implements state of the art methodologies and techniques for the collection, processing and analysis of safeguards-relevant information.

Main Purpose

Reporting to the Director, SGIM, the Purchasing Assistant provides administrative support in procurement and administration to ensure effective operations and efficient use of funds. She/he provides day-to-day guidance to other staff on administrative matters related to purchasing.

Functions / Key Results Expected

• Prepare purchase requisitions for software, hardware, library subscriptions, shipping services, spare parts and other goods or services needed for the Division.
• Compile technical specifications, budget coding, invoice matching and delivery instructions.
• Enter receipts of goods and services into the IAEA's Oracle Enterprise Resource Planning system (AIPS).
• Coordinate procurement activities so equipment, supplies and services are procured, delivered, paid for and inventoried according to procedures.
• Resolve discrepancies between quantities ordered, received and invoiced, including liaison with external suppliers.
• Monitor orders, purchase agreements, software licences, rental agreements and maintenance agreements and coordinate renewals and reporting.
• Conduct low value purchasing, including sourcing, obtaining bids, placing orders, confirming receipt and forwarding invoices for payment.
• Act as a resource and focal point to staff in the use of AIPS.
• Provide support and backup to administrative support staff when required.

Competencies and Expertise

Core competencies include communication, achieving results, teamwork, planning and organizing. Functional competencies include analytical thinking, client orientation and resilience.

Required expertise includes knowledge of financial and procurement procedures and systems, and familiarity using Oracle Procurement/iProc or similar systems.

Qualifications, Experience and Language Skills

• Completed secondary education.
• Qualifications or training in accounting, finance, procurement or administration are an asset.
• Minimum of five years of experience in procurement and/or financial administration, preferably in an international organization.
• Excellent oral and written command of English and German.
• Knowledge of other official IAEA languages is an asset.
• Administrative skills testing might be part of the selection process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 59439, six weeks annual vacation, pension plan and health insurance. More information can be found at https://www.iaea.org/about/employment/general-service-staff.