Procurement Assistant (G-5)

Organizational Unit:	Programme Support Group Office of Nuclear Security Department of Nuclear Safety and Security
Duty Station:	Vienna, Austria
Issue Date:	19 April 2013
Application Deadline:	17 May 2013
Type of Appointment:	Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes:	2.A.09

Organizational Setting

The Department of Nuclear Safety and Security formulates and implements the IAEA’s Major Programme 3, “Nuclear Safety and Security”, which encompasses the IAEA’s activities to protect people and the environment from radiation exposure, and responds to the safety and security related needs of its Member States. The Office of Nuclear Security is responsible for coordinating and implementing the IAEA’s nuclear security programme to prevent, detect and respond to acts of nuclear terrorism and threats thereof. The Programme Support Group coordinates general issues within the Office of Nuclear Security and manages the overall process for planning, monitoring progress and evaluating the effectiveness of work, including financial matters relating to both the Regular Budget and the Nuclear Security Fund, interaction with and reporting to donors, evaluation of programme activities and the development of policy issues.

Main Purpose

In support of a team effort dedicated to improve nuclear security in Member States, the Procurement Assistant carries out the administrative assignments required to initiate and coordinate procurements for equipment as required for the implementation of the Nuclear Security Plan. In particular, he/she serves as the administrative focal point for procurement activities in the Office of Nuclear Security (NSNS) so that necessary equipment and supplies are procured according to established administrative procedures and terms of use of the contribution, tracks the progress of the procurement and provides data necessary for effective project and budget control within NSNS.

Working Relationships

The Procurement Assistant will interact with technical officers and professional staff in NSNS and the Department of Safeguards as well as the Office of Procurement Services, Division of Budget and Finance (MTBF), outside suppliers and points of contact in Member States.

Functions / Key Results Expected

In cooperation with the NSNS responsible professional officer, initiate Requests for Procurement (RfPs) for over 150 procurements valued at approximately €10m per year, including the documentation of technical specifications, the input of budget information and ensure that all relevant documents are attached to the RFPs. Utilize AIPS to monitor and track all procurement actions from initiation to delivery of goods and inform the relevant professional officer in case of problems. Initiate action in the case of late delivery and identify issues/problems related to delivered goods, including discrepancies between purchase orders and items/quantities shipped or received and use this information to maintain the "inventories in transit" of goods purchased for donation to States in accordance with IPSAS standards and to confirm the subsequent receipt of the goods with the end user. Liaise with other divisions for expediting actions and follow-up on the bidding, evaluations, procurements, shipment, acceptance tests and verification of invoices for payment by MTBF. Oversee the inventory control and maintenance of all equipment and supplies (desktop computers, printers, laptops, cameras, etc.) assigned to NSNS staff and perform periodic inventory control and the management of shared equipment (laptops, camera, mobile phones, etc.) to be taken by staff on duty travels. Act as the point of contact for maintaining security access control for NSNS staff and consultants for the Office's main entrance and all offices. Provide support and relevant expertise for the Incident and Emergency System (IES) and participate in associated training and exercises.

Knowledge, Skills and Abilities

Knowledge of the administrative and financial regulations and rules in an international organization. Thorough knowledge of NSNS' work as related to the implementation of the Nuclear Security Plan across all Departments of the IAEA an advantage. Familiarity of a nuclear security structure within a State desirable. Knowlege of an Enterprise Resource Planning (ERP) systems, such as AIPS, as well as related administrative procedures and policies. Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to constantly changing demands and multitasking. Ability to manage a heavy workload under time pressure. Sound numerical skills. Interpersonal skills: Ability to work effectively in a team with peers as well as with multiple supervisors in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels as well as with external counterparts. Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook, PowerPoint) and Adobe Acrobat.

Education, Experience and Language Skills

Completed secondary education. Minimum of five years of general office support experience, some of which in an international environment. Coursework or training in accounting, finance or a directly related field. English language test (level 2) and typing test (level 2) to IAEA standard. Language skills: Good working knowledge of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian or Spanish) and German an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €41 082 (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. 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.