Unit Head (Procurement and Invoice Control)(P3)

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 Management’s Division of General Services (MTGS) provides support functions to the IAEA through its four Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management and General Support Section (FMGSS) and the Seibersdorf Laboratories Services Section (SLSS). Among the four Sections, the Commissary Management Section (CMS) is responsible for the management of the Agency’s tax and duty-free store at the Vienna International Centre. The Commissary is operated under the authority of the Director General of the IAEA and regulated by the HQ Agreement with the Host Country. It was established as a self-sustaining and non-profit making operation in order to facilitate the purchase of limited quantities of consumer goods by the diplomats of Permanent Missions of Member States accredited to the UN organizations, staff members of the UN organizations based at the VIC as well as of other authorized organizations.

Main Purpose

Reporting to the Retail Operations Manager (ROM), the Unit Head leads the Unit’s staff and coordinates the team members work to ensure timely procurement of merchandise for the Commissary and processing of all invoices and purchase orders in conformity with the Agency’s rules and regulations, as well as IAEA Headquarters Agreement clauses on the establishment of a Commissary. The Unit Head establishes and maintains an international assortment of merchandise commensurate with customers' preferences, and ensures optimum stock levels at all times.

Role

The Unit Head, is: (1) a manager of the unit staff, ensuring accurate, timely and efficient processing of financial documentation (2) a contracting authority within delegated limits; (3) an expert in the negotiation and in the procurement of consumer products; (4) an analyst reviewing existing practices and processes recommending improvements ; (5) a focal point in communication with suppliers.

Functions / Key Results Expected

Leads and manages the Unit staff to ensure proper operation of the Commissary's procurement activities, including on-going market research, stock management with respect to economic order quantities, order frequencies, reorder quantities and expiry dates of goods to avoid out of stock situations, considering seasonal fluctuations of demand and lead time.

Is accountable for financial and administrative processes handled by the Unit including: expediting, receiving of and paying for merchandise for resale, checking of all invoices received from suppliers and forwarding agents, reconciling purchase orders, suppliers' invoices, goods received protocols and transport loss/damage reports.

Acts as a certifying officer for payments and purchase orders within the delegated monetary limits. Authorizes book stock adjustments.

Ensures that adequate internal controls related to financial transactions processing are in place.

Ensures a high level of customer satisfaction by establishing and innovatively maintaining an international assortment of high-quality merchandise which is competitively priced.

Prepares written supply agreements with suppliers and discusses independently agreements with smaller suppliers in the best commercial interest of the Commissary; conducts regular supplier performance meetings.

Authorizes sales price calculations, price reductions, and goods returned schedules. Verifies credit notes and merchandise received protocols, financial and administrative documents pertaining to the ordering and receiving of merchandise, Annual Bonus payments, etc. Controls supplier statement of accounts, investigates discrepancies and communicates findings to MTBF.

Serves as the focal point for internal and external audits, investigating and responding to audit enquiries.

Competencies and Expertise

Core Competencies(Competency Framework)

Name****Definition CommunicationEncourages open communication and builds consensus. Uses tact and discretion in dealing with sensitive information, and keeps staff informed of decisions and directives as appropriate. Achieving ResultsSets realistic targets for himself/herself and for the team; ensures availability of resources and supports staff members in achieving results. Monitors progress and performance; evaluates achievements and integrates lessons learned. TeamworkEncourages teamwork, builds effective teams and resolves problems by creating a supportive and collaborative team spirit, remaining mindful of the need to collaborate with people outside the immediate area of responsibility. Planning and OrganizingSets clearly defined objectives for himself/herself and the team or Section. Identifies and organizes deployment of resources based on assessed needs, taking into account possible changing circumstances. Monitors team’s performance in meeting the assigned deadlines and milestones.Functional Competencies

Name****Definition Commitment to continuous process improvementAssesses the effectiveness of functions and systems as well as current practices; streamlines standards and processes and develops innovative approaches to programme development and implementation. Partnership buildingIdentifies interests and goals common to the Agency’s partners and its stakeholders to foster partnership building. Promotes collaboration with partners, colleagues across teams and stakeholders. Persuasion and influencingDevelops consensus on ideas and recommendations affecting own teams or Sections and other teams. Facilitates discussions and gives consideration to a range of interests, options and possibilities.Required Expertise

Function****Name****Expertise Description General ServicesData and Information Analysis and ReportingAbility to evaluate offers and analyse statistics. General ServicesInventory and SupplyIn-depth familiarity with the consumer goods market as well as the ability to assess market trends and to make projections for future development within the consumer goods market. Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Advanced IT skills, including practical experience with MS Office, databases and dedicated retail IT systems. Procurement ServicesPurchasing and ContractingSound knowledge of standard business administration principles with an emphasis on procurement and marketing.Qualifications, Experience and Language skills

• University degree in finance, accounting, commerce, procurement, marketing, business management or a related field.
• Recognised professional accounting certification is an advantage.
• Minimum of five years of experience in finance and accounting, procurement, preferably in an international retail/wholesale environment.
• Experience in performing high level merchandising and procurement activities and related duties required.
• Experience in drafting various policy and procedure documents.
• Experience in a supervisory role.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $64121 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 31868*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; Other benefits include 6 weeks' annual leave, home leave travel, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/professional-staff/conditions

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. Applications from qualified women and candidates from developing countries are strongly encouraged.
• 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.
• Candidates appointed to posts in the Professional and higher categories are subject to IAEA rotation policy and their maximum tour of service shall normally be seven years.
• 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.