Reporting to a Team Leader/Supervisor and providing support to colleagues, the Procurement Assistant (Projects) contributes to the efficient operation of the office by providing assistance and advice on the administrative practices and procedures and by supporting the team with low value routine procurements under delegation of procurement authority to achieve best value for money for the Agency.
Responsibilities:
Assist the procurement team with preparing and carrying out low value routine procurements under delegation of procurement authority.
Exercise signatory authority for procurements up to Euro 40.000.
Research and analyse the market, demand, stakeholders, and requirements to provide input into Procurement Plan.
Under supervision initiate and follow through with procurement activities.
Prepare tenders and contracts for straight forward goods, equipment and services using existing templates.
Document decisions of the evaluation committee and prepare documentation for award approval by the Team Leader.
Award and monitor the contract during the post-award period by following up on timelines and approved contracted budget, ensuring key performance indicators are documented and tracked.
Assist with arranging meetings with vendors to discuss performance issues that may have occurred.
Update and maintain information databases, such as mailing lists, document tracking systems and management reporting systems on the status and completion of work plans.
Create, maintain and manage Excel files, lists and graphs; and input, retrieve and assemble data from databases.
Maintain file, paper and electronic, according to corporate standards, liaising with ARMS (Archives and Records Management Section) staff on records management issues.
Propose recommendations for improvements to existing processes.
Act as Team Member providing back-up, guidance and technical support as required and/or instructed by the Supervisor.
Provide required support to the Director’s Office.
Provide backup to the Executive Assistant.
Requirements:
Completed secondary education.
Minimum of five years of relevant work experience in an administrative position, some of it in an international organization.
Knowledge of the administrative procedures and policies relating to IAEA procurement and administration and knowledge of and experience in using the IAEA's corporate system (AIPS, iProc, AIPS contacts online etc.) and asset.
High degree of accuracy and ability to pay attention to detail.
Excellent oral and written command of English.
Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
