Unit Head (Procurement and Invoice Control)(P3)

Unit Head (Procurement and Invoice Control)(P3) – (2024/0420 (236874))

Organization

: MTGS-Procurement and Invoice Control Unit

Primary Location

: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting

: 2024-08-06, 6:41:58 PM

Closing Date

: 2024-08-27, 9:59:00 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.

The initial contract duration for this assignment is 24 months, with a possibility of extension.

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

Reporting to the Retail Operations Manager, the Unit Head leads the teams who are responsible for selecting and buying the lines of products sold in the Commissary and managing the related invoicing process. The Unit Head establishes and maintains an international assortment of products in line with customers’ preferences and consumer trends, evaluates and selects suppliers, negotiates terms of agreements, and ensures optimum stock levels at all times.

Role

The Unit Head, is:

• an expert in the negotiation and procurement of consumer products, able to maintain and expand the suppliers base
• a manager for the procurement and invoicing teams, ensuring accurate, timely and efficient processing of financial documentation
• a professional capable of identifying and implementing improvements for existing business practices and processes

Functions / Key Results Expected

Leads and manages the Unit staff to ensure proper operation of the Commissary’s procurement activities, including on-going market research, supplier selection, demand and seasonal fluctuations analysis, stock management, order frequencies, and optimal goods’ expiry dates management.

Is accountable for financial and administrative processes handled by the Unit including: receipt and payment for products for resale, checking of all invoices received from suppliers, reconciling purchase orders, suppliers’ invoices, goods received protocols and transport loss/damage reports.

Acts as a certifying officer for payments and purchase orders within the delegated monetary limits. Authorizes book stock adjustments.

Ensures that adequate internal controls related to financial transactions processing are in place.

Ensures a high level of customer satisfaction by establishing and maintaining an international attractive assortment of high-quality products which are competitively priced.

Prepares written supply agreements with suppliers and independently discusses agreements with smaller suppliers in the best commercial interest of the Commissary; conducts regular supplier performance meetings.

Oversees sales price calculations, price reductions, and returned goods processing. Verifies credit notes and administrative documents pertaining to the ordering and receiving of goods, annual bonus payments, etc. Controls supplier statement of accounts, investigates discrepancies, and communicates findings to the finance division.

Serves as the focal point for internal and external audits, investigating and responding to audit enquiries.

Competencies and Expertise

Core Competencies(Competency Framework)

Name Definition Communication Encourages open communication and builds consensus. Uses tact and discretion in dealing with sensitive information, and keeps staff informed of decisions and directives as appropriate. Achieving Results Sets realistic targets for himself/herself and for the team; ensures availability of resources and supports staff members in achieving results. Monitors progress and performance; evaluates achievements and integrates lessons learned. Teamwork Encourages teamwork, builds effective teams and resolves problems by creating a supportive and collaborative team spirit, remaining mindful of the need to collaborate with people outside the immediate area of responsibility. Planning and Organizing Sets clearly defined objectives for himself/herself and the team or Section. Identifies and organizes deployment of resources based on assessed needs, taking into account possible changing circumstances. Monitors team’s performance in meeting the assigned deadlines and milestones.

Functional Competencies

Name Definition Commitment to continuous process improvement Assesses the effectiveness of functions and systems as well as current practices; streamlines standards and processes and develops innovative approaches to programme development and implementation. Partnership building Identifies interests and goals common to the Agency’s partners and its stakeholders to foster partnership building. Promotes collaboration with partners, colleagues across teams and stakeholders. Persuasion and influencing Develops consensus on ideas and recommendations affecting own teams or Sections and other teams. Facilitates discussions and gives consideration to a range of interests, options and possibilities.

Required Expertise

Function Name Expertise Description General Services Data and Information Analysis and Reporting Ability to evaluate offers and analyse statistics. General Services Inventory and Supply In-depth familiarity with the consumer goods market as well as the ability to assess market trends and to make projections for future development within the consumer goods market. Administrative Support MS Office (Word, Excel, Outlook, PowerPoint) Advanced IT skills, including practical experience with MS Office, databases and dedicated retail IT systems. Procurement Services Purchasing and Contracting Sound knowledge of standard business administration principles with an emphasis on procurement and marketing.

Qualifications, Experience and Language skills

• A first level university degree in finance, accounting, commerce, procurement, marketing, business management or a related field. An advanced (Master’s, equivalent or higher) degree in the same field will be considered an asset.
• Recognised professional accounting certification is an advantage.
• Minimum of five years of professional experience in procurement in an international retail/wholesale environment, including finance and accounting.
• Experience in performing high level procurement and negotiation activities, and related duties required.
• Experience in creating and improving processes and procedures.
• Experience in supervising and leading teams.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at US $64121 (subject to mandatory deductions for pension contributions and health insurance), a variable post adjustment which currently amounts to US $ 37447*, dependency benefits, rental subsidy, education grant, relocation and repatriation expenses; Other benefits include 6 weeks’ annual leave, home leave travel, pension plan and health insurance. More information on the conditions of employment can be found at: https://www.iaea.org/about/employment/professional-staff/conditions

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. Applications from qualified women and candidates from developing countries are strongly encouraged.
• 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.
• Candidates appointed to posts in the Professional and higher categories are subject to IAEA rotation policy and their maximum tour of service shall normally be seven years.
• 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.

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