Purchasing Assistant (SGIM)

Job Posting Organization:
The International Atomic Energy Agency (IAEA) is a specialized agency of the United Nations that was established in 195

• Its mission is to promote the peaceful use of nuclear energy and to inhibit its use for any military purpose, including nuclear weapons. The IAEA operates in over 170 countries and has a workforce of approximately 2,500 employees. The organization plays a crucial role in global nuclear safety and security" style="border-bottom: 1px dotted #007bff !important;">security, ensuring that nuclear materials are used responsibly and that countries comply with international agreements regarding nuclear non-proliferation.

Job Overview:
The Purchasing Assistant (SGIM) will be responsible for providing administrative support in procurement and administration within the Division of Information Management at the IAEA. This role is essential for ensuring effective operations and the efficient use of funds. The Purchasing Assistant will report directly to the Team Leader and will be expected to guide other staff on administrative matters related to purchasing. The position involves preparing purchase requisitions for various goods and services, entering receipts into the IAEA's Oracle Enterprise Resource Planning system, and coordinating procurement activities to ensure timely delivery and payment of goods and services. The Purchasing Assistant will also monitor the status of orders and agreements, resolve discrepancies, and conduct low-value purchasing as delegated. This role requires strong organizational skills and the ability to work collaboratively with various stakeholders within the organization.

Duties and Responsibilities:

• Prepare purchase requisitions based on inputs from requestors for software, hardware, library subscriptions, shipping services, spare parts, and other goods or services needed for the Division. This includes compiling technical specifications, budget coding, invoice matching, and delivery instructions.
• Enter receipts of goods and services into the IAEA's Oracle Enterprise Resource Planning system (AIPS) based on verification from relevant programme managers.
• Serve as the focal point for coordinating procurement activities within the Division, ensuring that necessary equipment, supplies, and services are procured, delivered, paid for, and inventoried according to established procedures.
• Resolve discrepancies between ordered, received, and invoiced quantities of goods or services, liaising with external suppliers as needed.
• Monitor the status of orders, purchase agreements, Special Service Agreements, framework agreements, software licenses, rental agreements, and maintenance agreements, coordinating with relevant offices for timely renewals and performance reporting.
• Conduct low-value purchasing on behalf of the Division, including identifying sources, obtaining bids, placing orders, confirming receipt, and forwarding invoices for payment.
• Act as a resource for staff in the use of AIPS and provide support to administrative staff when required.

Required Qualifications:

• Completed secondary education.
• Qualifications or training in accounting, finance, procurement, or administration is an asset.
• Minimum of five years of experience in procurement and/or financial administration, preferably in an international organization.
• Knowledge and understanding of financial and procurement procedures and systems.
• Familiarity with Oracle Procurement/iProc or similar systems is desirable.

Educational Background:
The position requires a completed secondary education. Additional qualifications or training in fields such as accounting, finance, procurement, or administration will be considered an asset, enhancing the candidate's suitability for the role.

Experience:
Candidates should have a minimum of five years of relevant experience in procurement and/or financial administration. Experience in an international organization is preferred, as it provides familiarity with the complexities and nuances of working in a global context.

Languages:
Excellent oral and written command of English and German is mandatory to effectively liaise with local suppliers and resolve issues. Knowledge of other official IAEA languages, such as Arabic, Chinese, French, Russian, and Spanish, is considered an asset and may enhance communication capabilities within the organization.

Additional Notes:
The IAEA offers an attractive remuneration package, including a tax-free annual net base salary starting at EUR 59,439, subject to mandatory deductions for pension contributions and health insurance. Employees are entitled to six weeks of annual vacation, a pension plan, and health insurance. The recruitment process is conducted on a local basis only, and 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 gender equality and promoting a diverse workforce, ensuring that recruitment is conducted without any unfair treatment or arbitrary distinctions. The evaluation of applicants will be based on the information submitted in the application, and candidates may be subject to reference and background checks as part of the recruitment process.