Procurement Assistant (Projects) (G5)

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

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 (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 Office of Procurement Services procures goods and services with over 180M Euros per year, a third of which is for delivery to counterparts in Member States, and the remainder is for delivery to the IAEA's Headquarters in Vienna, and its offices and laboratories. The Division procures, among others, specialized construction services, specialized equipment for use in the wide range of areas related to nuclear and radioactive technologies, activities and material, including medical area, as well as various laboratory supplies and analytical instruments.

Main Purpose

Reporting to a Team Leader/Supervisor and providing support to colleagues, the Procurement Assistant (Projects) contributes to the efficient operation of the office by providing assistance and advice on the administrative practices and procedures and by supporting the team with low value routine procurements under delegation of procurement authority to achieve best value for money for the Agency.

Functions / Key Results Expected

• Assist the procurement team with preparing and carrying out low value routine procurements under delegation of procurement authority.
• Exercise signatory authority for procurements up to Euro 40.000.
• Research and analyse the market, demand, stakeholders, and requirements to provide input into Procurement Plan. 
• Under supervision initiate and follow through with procurement activities. 
• Prepare tenders and contracts for straight forward goods, equipment and services using existing templates. 
• Document decisions of the evaluation committee and prepare documentation for award approval by the Team Leader.
• Award and monitor the contract during the post-award period by following up on timelines and approved contracted budget, ensuring key performance indicators are documented and tracked. 
• Assist with arranging meetings with vendors to discuss performance issues that may have occurred. 
• Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans.
• Create, maintain and manage Excel files, lists and graphs; and input, retrieve and assemble data from databases. 
• Maintain file, paper and electronic, according to corporate standards, liaising with ARMS (Archives and Records Management Section) staff on records management issues.
• Propose recommendations for improvements to existing processes.
• Act as Team Member providing back-up, guidance and technical support as required and/or instructed by the Supervisor.
• Provide required support to the Director’s Office.
• Provide backup to the Executive Assistant.

Competencies and Expertise

Core Competencies(Competency Framework)NameDefinition  CommunicationCommunicates 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 ResultsTakes 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.  TeamworkActively contributes to achieving team results. Supports team decisions.  Planning and OrganizingPlans 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 CompetenciesNameDefinition  Analytical thinkingGathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions.  Client orientationEstablishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction.  ResilienceAble to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks.    

Required ExpertiseFunctionNameExpertise Description   Administrative SupportCorrespondence and Written CommunicationProven record of editing and quality check of official correspondence.   Administrative SupportMS Office (Word, Excel, Outlook, PowerPoint)Proficiency in MS Office 2010 and the ability to use databases.   Procurement ServicesProcurementExperience in routine procurements and low value buying activities.

Asset ExpertiseFunctionNameExpertise Description   Management and Programme AnalysisProject ManagementPractice in implementation of projects, inter alia, procurement requests, financial planning, financial and budget monitoring,

Qualifications, Experience and Language skills

Completed secondary education.

Minimum of five years of relevant work experience in an administrative position, some of it in an international organization. 

Knowledge of the administrative procedures and policies relating to IAEA procurement and administration and knowledge of and experience in using the IAEA's corporate system (AIPS, iProc, AIPS contacts online etc.) and asset. 

High degree of accuracy and ability to pay attention to detail. 

Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Administrative skills testing to IAEA standard might be part of the selection process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 57876 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/general-service-staff 

 

General Information

Evaluation process

Appointment information