Purchasing Assistant (SGIM)(G5)

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 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 primary role of the Department is to develop and implement IAEA safeguards to ensure that there is no diversion of declared nuclear material from peaceful activities and no indications of undeclared nuclear material or activities in a State as a whole.
The Department comprises nuclear safeguards inspectors, responsible for carrying out inspections and verifications of all-safeguards relevant information for nuclear facilities in 190 States; and technical staff responsible for a wide range of activities including: developing concepts and approaches for implementing safeguards; developing and maintaining safeguards equipment; providing analytical and laboratory services for sample analysis; collecting, evaluating and analysing safeguards-relevant information; providing information and communication technology infrastructure and services; and providing programme coordination support.
The Division of Information Management (SGIM) implements state of the art methodologies and techniques for the collection, processing and analysis of a range of safeguards-relevant information, including declarations submitted by States, evaluations resulting from the analysis of samples or measurements collected during infield activities, and information from open sources, including nuclear trade-related data and satellite imagery. Staff perform data validation and complex information analysis and evaluation to support infield activities and provide key input to the State evaluation process.

Main Purpose

Reporting to the Team Leader (SGIM), the Purchasing Assistant (SGIM) provides administrative support in the areas of procurement and administration to the Division 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, based on inputs from requestors, purchase requisitions for software, hardware, library subscriptions, shipping services, spare parts and any other goods or services needed for support of the Division. This includes compiling the technical specifications, input of budget coding, correct invoice matching and delivery instructions.
Enter receipts of goods and services into the IAEA's Oracle Enterprise Resource Planning system (AIPS) based on verification provided by the relevant programme managers.
Serve as a focal point for the coordination of procurement activities within the Division to ensure that necessary equipment, supplies and services are procured, delivered, paid for and inventoried as needed, according to established administrative procedures.
Resolve discrepancies between quantities of goods or services ordered, received and invoiced, including liaison with external suppliers.
Monitor the status of orders, purchase agreements, Special Service Agreements, framework agreements, software licences, rental agreements and maintenance agreements and coordinate with the Office of Information and Communication Systems (SGIS), the Office of Procurement Services (MTPS), and the Division of Human Resources (MTHR) for the timely renewal and reporting of performance indicators. In coordination with MTPS and administrative staff from other areas of the IAEA, coordinate the establishment of new and renewed agreements for the provision of goods or services by contractors.
Conduct, on behalf of the Division, as delegated, low value purchasing, including identifying sources, obtaining bids, placing orders, obtaining confirmation of receipt, and forwarding invoices with correct budget coding to the Division of Budget and Finance (MTBF) for payment.
Act as a resource and focal point to staff of the assigned operational units in the use of AIPS.
Provide support and/or backup to administrative support staff in the Section/Division, when required.

Competencies and Expertise

Core Competencies(Competency Framework)

NameDefinition CommunicationCommunicates 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 ResultsTakes 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. TeamworkActively contributes to achieving team results. Supports team decisions. Planning and OrganizingPlans 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

NameDefinition Analytical thinkingGathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. Client orientationEstablishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. ResilienceAble to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.

Required Expertise

FunctionNameExpertise Description FinanceFinancial SystemsKnowledge and understanding of financial and procurement procedures and systems. Procurement ServicesProcurementFamiliarity using Oracle Procurement/iProc or similar systems.

Qualifications, Experience and Language skills

• Completed secondary education.
• Qualifications or training in accounting, finance, procurement or administration 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 in order to liaise with local suppliers and resolve issues. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) 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 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff

General Information

• The IAEA's paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
• Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person's race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
• The IAEA is committed to gender equality and to promoting a diverse workforce.
• Recruitment will be on a LOCAL BASIS only.
• Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity.
• The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

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.
• 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.