Assistant Shift Supervisor

Assistant Shift Supervisor (Warehouse)(G4) - (2025/0342 (060052)) Organization: MTGS-Sales and Warehouse Unit Primary Location: Austria-Vienna-Vienna-IAEA Headquarters Job Posting: 2025-11-07, 12:20:38 AM Closing Date: 2025-11-28, 4:59:00 PM Duration in Months: 24 Contract Type: Fixed Term - Extrabudgetary Probation Period: 1 Year Full Competitive Recruitment: Yes 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 Unit Head (Sales and Warehouse) and in collaboration with the Shift Supervisor (Warehouse), Assistant Shift Supervisor (Warehouse) arranges for a smooth and efficient operation of the Commissary Warehouse. Functions / Key Results Expected Supervise, on an overlapping shift basis with the Shift Supervisor (Warehouse), the Warehouse during daily operations; maintain smooth functioning of the Warehouse. Plan for and supervise external unloading help from the freight forwarders; and ensure prevailing safety regulations are followed by all staff and other workers at the Warehouse. Receive goods and verify their receipt in good condition against delivery papers and purchase orders; report under/over deliveries, missing items and damaged goods; concatenate all received products for accurate inventory tracking and sales processing; arrange for proper and effective storage of the goods received in the three halls, sorted by product classes; enter data into the goods receiving module of the Commissary Information Management System; and book-stock adjustments and take part in the year-end inventory-taking including data input into hand-held electronic devices. Control and take the responsibility for the correct and timely transfer of goods to the Salesroom, to the Bulk Sales outlet, as well as for credit sales orders to "special customers" such as the Medical Service, Seibersdorf cafeteria, internal and external Organizations, Women's Guild etc.; input into the Warehouse requisition system any discrepancies between requisitions and deliveries to the Salesroom. Perform various administrative routine tasks together with the Shift Supervisor (Warehouse) such as: schedule and implement weekly shift plans including thorough planning of overtime and the daily registration of incoming deliveries (trucks, cars, pallets) in line with UNSSS requirements; in the absence of the Shift Supervisor (Warehouse), arrange and coordinate delivery schedules with suppliers, in order to achieve an even spread of the workload; and maintain, with the Warehouse Supervisor, the physical security of the Warehouse; this includes checking, locking and unlocking the Warehouse doors. Support the Shift Supervisor (Salesroom) in ensuring that shelves are fully stocked before shop opening. Regularly check for out-of-stock items and verify their availability in the Warehouse. Provide backup at the Information Desk in case of staff shortages. Competencies and Expertise ** Core Competencies**(Competency Framework)- - **Name**- ** Definition** 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. 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. ** 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. Resilience- Able to remain calm in emotionally charged situations. Accepts constructive feedback