Invoice Control Assistant(G5)

vor 2 Wochen

Wien, Österreich International Atomic Energy Agency Vollzeit

Invoice Control Assistant(G5) - (2025/0099 (060062))

Organization: MTGS-Procurement and Invoice Control Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2025-03-04, 12:13:01 AM

Closing Date: 2025-03-25, 5:59:00 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

Under the supervision of the Unit Head, (Procurement and Invoice Control) the Invoice Control Assistant, processes and checks invoices against goods received, prepares the necessary documentations and passes them on to the Invoice Control Assistant (G6) for authorization of payment.

Functions / Key Results Expected

Be responsible for the data input of incoming merchandise, calculation of sales prices and necessary administrative work involved, i.e. check orders against invoices regarding quantity, price, discount, special discount, terms of delivery. Check the warehouse entries against orders, invoices, delivery slips; calculate effective freight. Contact Shift Supervisors in the Warehouse/Salesroom concerning deliveries.

Prepare and follow up on necessary custom forms and documents. Send them to the Ministry, to the forwarding agents and suppliers for timely processing and handle possible problems and inconsistencies. Be responsible for freight matters and settle queries with forwarders to ensure the punctual delivery of merchandise.

Prepare and calculate monthly promotions and special offers, including schedules, price reductions and stock adjustments. Answer questions of suppliers regarding deliveries, invoices or to reconcile payment queries.

Be responsible for book stock adjustments, including the investigation of discrepancies. Update the database files in the Commissary Information Management System. Check data inputs and solve discrepancies with regard to late or incorrect payments.

Perform other tasks as required.

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.
- Judgement/decision making
- Consults with supervisor/manager and makes decisions in full compliance with the Agency’s regulations and rules.

**Required Expertise**

**Function**

**Name**

**Expertise Description**
- General Services
- Correspondence and Written Communication
- Ability to draft external and internal communication.
- Administrative Support
- Data Management
- Accuracy in dealing with figures, identifying and recognizing differences among a variety of recurring situations.
- Administrative Support
- MS Office (Word, Excel, Outlook, PowerPoint)
- Sound IT skills, practical experience with MS Office 2010 (Word, Excel, Outlook, PowerPoint), which is the IAEA standard, and ERP system.

Qualifications, Experience and Language skills
- Completed secondary education.
- Post-secondary education in the field of business administration, economics or similar is an asset.
- Minimum of five years of clerical and administrative experience in commerce, finance and/or accounting.

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