Procurement Assistant (NS)(G5)
JOB DETAIL
Organizational Setting
The Department of Nuclear Safety and Security (NS) formulates and implements the IAEA’s nuclear safety and security programme, which encompasses the Agency’s activities to protect people and the environment from radiation exposure and responds to the needs of its Member States related to nuclear safety and nuclear security.
The Division of Nuclear Security (NSNS) is responsible for establishing, coordinating and implementing the IAEA’s nuclear security programme to protect against, detect and respond to criminal acts or acts of nuclear terrorism and threats thereof. NSNS comprises four Sections:
- Nuclear Security of Materials Outside of Regulatory Control Section
- Nuclear Security of Materials and Facilities Section
- Information Management Section
- Programme Development and International Cooperation Section
The Programme Development and International Cooperation Section (PDIC) provides support to the overall planning and coordination of the work of the Division including responsibility for and management of the Nuclear Security Fund, the evaluation of results, financial matters; and interaction with and reporting to donors. PDIC assists in the development and promotion of nuclear security through development of IAEA guidance in nuclear security, promotion of relevant international legal instruments, facilitating nuclear security working and advisory groups, and providing Divisional communications and outreach support. The Section assists in human resource development in nuclear security for Member States, coordinating and advising on overall strategy, methodology and evaluation development for the Division’s education and training programmes. It coordinates two collaborative Networks for nuclear security education and training, one for nuclear security academic and educational institutions (INSEN) and one for national Nuclear Security Support Centres (NSSCs).
The Programme, Budget and Reporting Unit supports the Division of Nuclear Security on programme and project formulation, output delivery, implementation and results-based evaluation and reporting. It coordinates across the Division and other relevant stakeholders to ensure the timely and accurate preparation of the Division of Nuclear Security’s programme, budget and reporting, including activities carried out under the Nuclear Security Fund. It advises on and approves fund allocation and fund matching, balancing Member States’ requests with donor contribution agreements and conditions. It monitors the programme and budget process, from planning to implementation and reporting, providing guidance for an effective and efficient results-based management of financial resources. The Unit utilizes a results based programming approach to provide Member States with high quality, well-focused and timely information on programmatic activities and to monitor and report on outcomes and achievements. Within the context of IAEA’s Partnership and Resource Mobilization Policy, the Unit applies a coherent resource mobilization plan for the Nuclear Security Fund (NSF), actively liaises with internal and external partners in the implementation of this plan and ensures systematic and transparent reporting on fundraising and related communication activities and results.
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 Division 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.
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 witht 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.
Competencies and Expertise
Core Competencies
| Name | Definition |
|---|---|
| Planning and Organizing | Plans 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. |
| Communication | Communicates 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 Results | Takes 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. |
| Teamwork | Actively contributes to achieving team results. Supports team decisions. |
Functional Competencies
| Name | Definition |
|---|---|
| Analytical thinking | Gathers and analyses information, identifying critical relationships and patterns among data and proposes workable solutions. |
| Client orientation | Establishes effective relationships with clients to understand and meet or exceed their needs. Finds ways to ensure client satisfaction. |
| Resilience | Able to remain calm in emotionally charged situations. Accepts constructive feedback in a positive manner and is able to cope with setbacks. |
Asset Expertise
| Function | Name | Expertise Description |
|---|---|---|
| Procurement Services | Oracle Procurement | Familiarity using Oracle Procurement/iProc will be an asset. |
Qualifications, 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.
- Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
- Administrative skills test to IAEA standard may be part of the process.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 52860 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks’ annual vacation, pension plan and health insurance
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.
