Procurement Assistant, Vienna, Austria

Vacancy Notice No. 2011/220

Position and Grade:Procurement Assistant (G-4)
Organizational Unit:Contracting Section
Office of Procurement Services
Department of Management
Duty Station:Vienna, Austria
Issue Date:25 July 2011
Application Deadline:24 August 2011
Type of Appointment:Either a Fixed-term or Temporary-assistance appointment may be offered (subject to a probationary period of 1 year)
CCOG codes:2.A.09


The Procurement Assistant is in an office environment located in the Office of Procurement Services, Contracting Section. The assignments are provided by the supervisor or the normal workflow. Priorities are usually established independently, and most tasks are carried out according to established procedures with minimum supervision.


Under the direction of the supervisor, and under the general supervision of the Section Head/Contracting Section, the Procurement Assistant assists in the purchase of items and services involving good knowledge of procurement processes and market circumstances; She/he assists in reviewing specifications of requisitioned equipment or statement of work for services to verify budget, accuracy and completeness of information.

Reporting to the supervisor, the Procurement Assistant contributes to the efficient operation of the office by providing assistance and advice on the administrative practices and procedures.


The Procurement Assistant obtains necessary clearances and additional information as required. She/he prepares, within the delegated authority, tender documents based on the nature of requirements to be sent to potential suppliers; selects potential suppliers for equipment or services. She/he relays instructions from the supervisor, gathers information and documents. She/he has frequent daily person-to-person and telephone contacts with IAEA staff and external suppliers, and may exchange standard information with officials outside the IAEA. The Procurement Assistant may provide guidance to temporary staff, and maintains adequate cross-training with other staff in the Unit to ensure a consistently high level of customer service during peak periods or leave absences.


  • Review incoming procurement requests for completeness and correctness of information.
  • Prepare tender documents and send to potential suppliers.
  • Compile and summarize received offers, quotations or bids. Contact bidders in case of unclear specifications, terms or conditions. Prepare commercial evaluations within the delegated authority. For cases beyond, to recommend to the supervisor(s) award to a selected bidder in accordance with Financial Rules.
  • Negotiate terms of delivery, prices, performance within the delegated authority.
  • Prepare and finalize the Purchase Order or Contract and other associated documentation and submitting the same for signature to the Supervisor(s).
  • Clarify delivery requirements and to monitor actions of suppliers and freight forwarder to deliver shipments.
  • Screen, gather, or identify lists of vendors or suppliers who meet IAEA needs for specific requirements for design, performance, price, delivery, etc. Obtain prices, specifications and other information on new products or services on the market.
  • Prepare statistical data or reports when required for award. Retrieve and present information from a variety of sources on sources of supply, vendors by commodity, etc.
  • Master the new AIPS procurement module, to prepare or draft correspondence. To maintain relevant files and database. Perform related work consistent with the level of the post.
  • Input, retrieve and assemble information from databases using commercial or IAEA specific software applications.
  • Update and maintain information databases such as mailing lists, document tracking systems.
  • On behalf of the Supervisor, distribute work among the other support staff of the Section, explaining work methods and assisting them in routine problems, and check work in progress to ensure compliance with administrative rules and regulations.
  • Pursue complex tasks related to market analysis and procurement plans as required.
  • Decisions on routine matters must be made quickly and independently in terms of priority in compliance with IAEA rules.

  • Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines, and adapt to constantly changing demands and multitasking. Ability to manage a heavy workload under time pressure. Decisions on routine matters must be made quickly and independently in terms of priority in compliance with IAEA rules.
  • Focus on quality: Accuracy and ability to pay attention to details.
  • Interpersonal skills: Ability to work effectively in a team with peers as well as with multiple supervisors in a multicultural environment and to interrelate in a customer-friendly fashion with staff at all levels as well as with external counterparts. A high degree of knowledge, tact, and firmness is required.
  • Knowledge sharing: Ability to provide training and guidance to newly recruited office support staff, to advise them on the administrative practices and procedures to be followed.
  • Communication skills: Ability to convey verbal information effectively and to draft routine correspondence and to correct documents in accordance with established standards and requirements.
  • Analytical skills: Ability to use initiative and judgment appropriate to situations.
  • Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook) and ability to use databases.

  • Completed secondary education.
  • Experience mandatory in procurement. At least five years of relevant working experience, preferably in an international environment.
  • English language test (level 2) and typing test (level 2) to IAEA standard.
  • Language skills: Good command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an advantage. Knowledge of German desirable.

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €33 526 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.


Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted.All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered.

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. 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 to make an appointment with a modified job description or for shorter duration than indicated above.
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