Purchasing Assistant (SGIM)(G5)

Organizational Setting

The Department of Safeguards is the organizational hub for the implementation of IAEA safeguards. The IAEA implements nuclear verification activities for some 180 States in accordance with their safeguards agreements. The safeguards activities are undertaken within a dynamic and technically challenging environment including advanced nuclear fuel cycle facilities and complemented by the political diversity of the countries.

The Department of Safeguards consists of six Divisions: three Operations Divisions: A, B and C, for the implementation of verification activities around the world; three Technical Divisions: Division of Concepts and Planning, Division of Information Management, and Division of Technical and Scientific Services; as well as two Offices: the Office of Safeguards Analytical Services and the Office of Information and Communication Services.

The main objective of the Department is to maintain and further develop an effective and efficient verification system in order to draw independent, impartial and timely safeguards conclusions, thus providing credible assurances to the international community that States are in compliance with their safeguards obligations. The departmental operating environment is interactive, participative and dynamic with continuous inputs received from the Board of Governors, the General Conference, policy- and decision-makers, as well as counterparts in Member States and in the international development community.

The Division of Information Management comprises four Sections and provides the Department of Safeguards with data processing services, secure information distribution, information analysis and knowledge generation necessary to draw independent, impartial and soundly based safeguards conclusions.

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

table { border-collapse: collapse; } table, th, td { word-wrap: break-word; valign="top"; } 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 Analytical thinking Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. Client orientation Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. Resilience Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.Required Expertise

Function Name Expertise Description Finance Financial Systems Knowledge and understanding of financial and procurement procedures and systems. Procurement Services Procurement 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 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.
• English language test (level 2) to IAEA standard.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 48132 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process. ------------------------------------------------------------------------------------------------------------------------------------------------------------- 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. 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. -------------------------------------------------------------------------------------------------------------------------------------------------------------