Invoice Control Assistant (G-5)

Position and Grade:	Invoice Control Assistant (G-5)
Organizational Unit:	Invoice Control Unit Commissary Management Section Division of General Services Department of Management
Duty Station:	Vienna, Austria
Issue Date:	12 December 2012
Application Deadline:	11 January 2013
Type of Appointment:	Fixed term extrabudgetary (subject to a probationary period of 1 year)
CCOG codes:	2.K.03, 2.A.01.a

Organizational Setting

The Division of General Services is one of the six Divisions in the Department of Management. It provides service functions through the Director's Office and five Sections: Facilities Management, Seibersdorf Facilities Management, Archives and Records Management, Transport and General Support and Commissary Management. The Commissary is a tax and duty-free store. 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. Under the overall direction of the Director, Division of General Services and the direct management of the Head, Commissary Management Section, the Commissary consists of three Units: Procurement, Sales and Warehouse, and Invoice Control. Invoice Control follows up on all purchase orders for merchandise for resale with a view to ensuring their correct and timely delivery. It coordinates all activities required for the processing of the orders including expediting the orders, receiving the goods, entering the relevant data into the IT system, checking all invoices and finally passing them on to MTBF for payment. Working as a team member, the Invoice Control Assistant, is responsible for processing invoices as well as any other relevant documents and information in relation to the deliveries and payments of goods for resale.

Main Purpose

Under the day-to-day supervision of the Supervisor, Invoice Control Unit, the Invoice Control Assistant, processes purchase orders for merchandise from the point in time of placing the order through the phase of order expediting. He/she checks invoices against goods received, prepares the necessary documents and passes them on to the Supervisor for authorization of payment. In addition, he/she prepares incoming documents for calculation and distributes the work among the other staff in the Unit.

Working Relationships

The Invoice Control Assistant interacts with the other staff of the Invoice Control Unit and exchanges information with Commissary suppliers, forwarding agents, customs authorities concerning the expedition of goods delivered, customs issues and the resolution of problematic deliveries as well as with MTBF staff concerning the release of invoices for payment. He/she also exchanges routine information and clarifies queries with Commissary staff of all Units.

Functions / Key Results Expected

Be responsible for the data input of incoming merchandise, calculation of sales prices and necessary administrative work involved, i.e. check orders against invoices regarding quantity, price, discount, special discount, terms of delivery. Check the warehouse entries against orders, invoices, delivery slips; calculate effective freight. Contact Warehouse/Salesroom supervisors concerning deliveries. Sort and prepare for the other Invoice Control Unit Clerks incoming documents (invoices, delivery slips, credit/debit notes, warehouse protocols and other documents) for further processing. Prepare and follow up on necessary custom forms and documents. Send them to the Ministry, to the forwarding agents and suppliers for timely processing and handle possible problems and inconsistencies. Be responsible for freight matters and settle queries with forwarders to ensure the punctual delivery of merchandise. Prepare and calculate monthly promotions and special offers, including schedules, price reductions and stock adjustments. Bear responsibility for month-end statistical reports. Answer questions of suppliers regarding deliveries, invoices or to reconcile payment queries. Be responsible for book stock adjustments, including the investigation of discrepancies. Update the database files in the Commissary ERP system. Check data inputs and solve discrepancies in regard to late or incorrect payments. Deputise for the Supervisor, Invoice Control Unit, when required.

Knowledge, Skills and Abilities

Sound IT skills, including practical experience with MS Office 2010 (Word, Excel, Outlook, PowerPoint), which is the IAEA standard, and Enterprise Resource Planning systems. Accuracy in dealing with figures, identifying and recognizing differences among a variety of recurring situations. Ability to apply sound judgement in handling situations that arise. Ability to prioritize, organize, perform routine work independently, meet deadlines, adapt to constantly changing demands and ability to manage workload under pressure. Ability to carry out duties independently, with self-initiative and perform assignments with accuracy. Interpersonal skills: Ability to effectively deal with clients, staff and officials at all levels inside and outside the organization, in a multicultural setting, in a professional manner with respect and sensitivity for diversity.

Education, Experience and Language Skills

Completed secondary education. Post-secondary education in the field of business administration, economics or a similar field is highly desirable. Minimum of five years of working experience in finance and/or accounting. Clerical, administrative and commercial experience. English Language Test (Level 2) and English Typing Test (Level 2) to IAEA standard. Good knowledge of English is required. Knowledge of German an asset. Knowledge of other official IAEA languages (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €39 880 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online athttp://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered. 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. 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.