Procurement Receiving and Inspection Assistant, Seibersdorf, Austria (G-6)

Vacancy Notice No. 2014/246

Position and Grade:

Procurement, Receiving and Inspection Assistant (G-6)

Organizational Unit:

Seibersdorf Facilities Management Section

Division of General ServicesDepartment of Management

Duty Station:

Seibersdorf, Austria

Issue Date:

28 April 2014

Application Deadline:

27 May 2014

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

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: 'MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose'. Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment, and ensures that all Board documents are translated and distributed on a timely basis to Member States.

The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sectionsThe Seibersdorf Facility Management Section supports the IAEA's Laboratories at Seibersdorf in all technical matters related to operation of the site and implementation of the IAEA's programmes and projects. This includes providing safety, security, administration, logistic, communication and transport services.

Reporting to the Section Head, Seibersdorf Facilities Management Section, the incumbent is responsible for the daily operation of the Procurement, Receiving and Inspection area, covering all incoming and outgoing official shipments, storeroom for goods, printing paper and various supplies and equipment requested for the IAEA Laboratories in Seibersdorf. He/she is also the coordinator and primary contact point for internal stakeholders and external counterparts.

The incumbent is in daily contact with staff at large, internal stakeholders, and outside counterparts (air freight carriers, couriers, customs, manufacturers and vendors). He/she provides information and advice regarding estimation of shipping costs, airfreight and shipping requirements and procedures, timely and accurate issuance/distribution of goods received. Contacts also involve discussion or explanation, and sometimes negotiation. The incumbent liaises with other programme areas on matters relevant to the work of Procurement and Receiving Group.

• Assign tasks, set work priorities, check work in progress and upon completion; monitor compliance with work related rules and procedures.
• Assess staff performance and write reports.
• Conduct systematic inspection and recording of goods received, management of storage arrangements ensuring safe and secure work environment and the timely and accurate issue of items.
• Propose reliable logistics for internal delivery/distribution of goods and services.
• Manage shipping requests to ensure prompt input of information and to prevent a backlog of incomplete requests building up.
• Review parcels for shipment physically delivered to the Receiving area for complete and accurate supporting documentation; clear requests for shipments in AIPS.
• Maintain monthly record of statistics - number and weight of packages shipped and received, numbers of part deliveries, rejected deliveries, etc.
• Answer queries from customers; identify problems, evaluate, decide and/or recommend to management appropriate solutions to unprecedented problems and complaints.
• Maintain records of non AIPS processes.
• Prepare standard set of statistics and annual report of the Procurement, Receiving and Inspection Group's activities and outputs.
• Recommend and develop internal procedures and regularly review implementation of relevant Agency policies for service improvements, process streamlining and potential cost savings.
• Knowledge of shipping and transport terminology and documentation and customs procedures.
• Established ability to supervise activities of, and delegate to a diverse workforce and to cope with a variety of situations under pressure.
• Organizing skills: Ability to prioritize work assignments, meet deadlines, and adapt to constantly changing demands and multitasking. Ability to manage heavy workload under time pressure.
• Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
• High numerical accuracy to detect errors or discrepancies on various documents being reviewed or inspected.
• Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and correct documents in accordance with established standards and requirements.
• Excellent interpersonal skills, including the ability to operate effectively across organizational boundaries and the ability to establish and maintain working relations in a multicultural, multi-ethnic environment with sensitivity and respect for diversity.
• Good computer skills and knowledge of the MS Office package (Word, Excel, Power Point, etc.) which is the Agency standard.
• Experience in the use of database and other tracking software desirable.
• Completed secondary education.
• Minimum of six years of relevant or comparable experience (with demonstrable recent experience in warehousing / logistics / goods shipping and/or receiving) preferably in an international environment.
• Demonstrated supervisory experience.
• Health and Safety training, Logistics OPS, Fork Lift Operator training / licence and similar desirable.
• English test (Level 2) and Typing test (Level 2) to IAEA standard.
• Excellent knowledge in both oral and written English. Knowledge of other IAEA official languages (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €48 539 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance.

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 at http://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.