Information Desk Clerk(G4)

Information Desk Clerk(G4) – (2024/0596 (060039))

Organization

: MTGS-Sales and Warehouse Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2024-12-16, 11:25:20 AM

Closing Date

: 2025-01-06, 10:59:00 PM

Duration in Months: 24

Contract Type: Fixed Term – Extrabudgetary

Probation Period: 1 Year

Full Competitive Recruitment: Yes

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’s Division of General Services (MTGS) provides support functions to the IAEA through its four Sections, namely the Archives and Records Management Section (ARMS), the Commissary Management Section (CMS), the Facilities Management and General Support Section (FMGSS) and the Seibersdorf Laboratories Services Section (SLSS).

Among the four Sections, the Commissary Management Section (CMS) is responsible for the management of the Agency’s tax and duty-free store at the Vienna International Centre. The Commissary is a self-sustaining and non-profit making operation, enabling the purchase of selected consumer goods by the diplomats of Permanent Missions of Member States accredited to the UN organizations, staff members of the UN organizations based at the VIC as well as of other authorized organizations.

Main Purpose

Under the day-to-day supervision of one of the Team Supervisors and the general supervision of the Unit Head, the Information Desk Clerk staffs the Information Desk during the opening hours and performs various back-office duties before the Commissary opens. He/she is expected to perform all of his/her routine duties independently.

Functions / Key Results Expected

Staff the Information Desk Counter during Commissary opening hours, including processing bulk sales orders; answering customer queries and complaints, and advising customers on their entitlements, Commissary rules and Regulations.

Update customer database and release purchase entitlements to customers by validating grounds passes for shopping.

Assist the Shift Supervisors in ensuring that the shelves are replenished continuously, and merchandise is properly arranged. Regularly check shelves for out-of-stock items and verify the availability of those items in the warehouse. Issue requisitions to the warehouse, prepare the daily in-house loss report, and initiate item message reports. 

File incoming correspondence and documents (official Permanent Mission letters and cards). 

Check, lock and unlock the Salesroom/Warehouse doors, activate, and deactivate the Commissary alarm system at the start and end of the working day.

Assist the Shift Supervisors by overseeing the opening and closing of cash registers, ensuring they align with customer flow and operational needs, as well as in cash handling tasks.

Assist in established book-stock adjustment procedures and take part in inventory taking.

Provide support and/or backup to the Shift Supervisor, as required.

Competencies and Expertise

Core Competencies(Competency Framework)

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. Knowledge sharing and learning Actively seeks opportunities to learn by formal and informal means; learns from others, adopting and sharing best practice.

Required Expertise

Function Name Expertise Description Administrative Support Data Management Ability to concentrate for long periods of time. Administrative Support Discretion and Respect for Confidentiality Ability to deal with staff and representatives from the diplomatic community with tact, diplomacy, discretion and respect for confidentiality. Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Proficiency in MS Office 2010 (Word, Excel, Outlook, PowerPoint), which is the IAEA standard, and ability to use databases.

Qualifications, Experience and Language skills

• Completed secondary education.
• Minimum of four years of experience in data entry applications and basic clerical, administrative and commercial experience, some of which in an international environment.
• Excellent oral and written command of English. Knowledge of German desirable. Knowledge of other official IAEA languages (Arabic, Chinese, English, 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 48527 (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

• The IAEA’s paramount consideration in the recruitment of staff member is to secure employees of the highest standards of efficiency, technical competence and integrity.
• Staff Members shall be selected without any unfair treatment or arbitrary distinction based on a person’s race, sex, gender, sexual orientation, gender identity, gender expression, religion, nationality, ethnic origin, disability, age, language, social origin or other similar shared characteristic or trait.
• The IAEA is committed to gender equality and to promoting a diverse workforce.
• Recruitment will be on a LOCAL BASIS only.
• 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.
• The IAEA has a zero-tolerance policy on conduct that is incompatible with the aims and objectives of the United Nations and the IAEA, including sexual harassment, abuse of authority and discrimination.

Evaluation process

• The evaluation of applicants will be conducted on the basis of the information submitted in the application according to the selection criteria stated in the vacancy announcement. Applicants must provide complete and accurate information. Evaluation of qualified candidates may include an assessment exercise, which may be followed by a competency-based interview.
• Candidates under serious consideration for selection may be subject to reference and background checks as part of the recruitment process.

Appointment information

• Appointment is subject to a satisfactory medical report.
• 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.

Read Full Description