Purchasing Assistant (SGIM)

Organizational Context

The Department of Safeguards is responsible for the IAEA's global nuclear inspectorate duties, supporting efforts to prevent the spread of nuclear weapons. It ensures that declared nuclear material is not diverted for peaceful activities and that no undeclared nuclear activities exist. The Division of Information Management utilizes advanced techniques for processing and analyzing safeguards-relevant information.

Job Purpose

The Purchasing Assistant (SGIM) provides essential administrative support to the Division of Information Management in procurement and general administration. Reporting to the Team Leader, this role ensures the division operates effectively and utilizes funds efficiently. The incumbent offers daily guidance to colleagues on purchasing-related administrative matters, facilitating smooth operations and resource management. This position is crucial for maintaining the operational continuity and financial integrity of the division's procurement activities.

Responsibilities

The Purchasing Assistant prepares purchase requisitions for various goods and services, including compiling technical specifications and budget coding. They are responsible for entering receipts into the IAEA's Oracle Enterprise Resource Planning system (AIPS) and acting as a focal point for coordinating procurement activities. This includes resolving discrepancies with suppliers, monitoring order statuses, and coordinating with relevant offices for agreement renewals. The role involves conducting delegated low-value purchasing, identifying sources, obtaining bids, and processing invoices. Additionally, the Purchasing Assistant serves as a resource for staff on AIPS usage and provides backup support to administrative staff as needed.

Work Experience

A minimum of five years of experience in procurement and/or financial administration is required, preferably within an international organization.

Skills

Excellent oral and written communication in English and German. Knowledge of financial systems and procurement procedures. Familiarity with Oracle Procurement/iProc or similar systems. Analytical thinking, client orientation, and resilience are also key competencies.

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