Assistant Shift Supervisor

Assistant Shift Supervisor (Warehouse)(G /

Organization: MTGS-Sales and Warehouse Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: , 12:20:38 AM

Closing Date: , 4:59:00 PM

Duration in Months: 24

Contract Type: Fixed Term - Extrabudgetary

Probation Period: 1 Year

Full Competitive Recruitment: Yes

This selection exercise may be used to generate a roster of pre-approved candidates to address future staffing needs for similar functions in any of the Departments and Offices of the Organization.

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.

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 in a positive manner and is able to cope with setbacks.

Required Expertise

Function

Name

Expertise Description

Administrative Support

MS Office (Word, Excel, Outlook, PowerPoint)

Experience in computer applications (email, Internet and Warehouse requisition system). Knowledge of Enterprise Resource Planning systems an advantage.

Qualifications, Experience and Language skills

• Completed secondary education.
• Forklift driver's licence.
• At least four years of working experience, inter alia, in storekeeping and handling of consumer goods.
• Good health, physical fitness and strength to carry out strenuous work.
• Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.
• Administrative skills testing to IAEA standard might be part of the selection process.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance. More information on the conditions of employment can be found at:

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.
• Recruitment will be on a LOCAL BASIS only.
• 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 General Service positions in the Commissary are subject to specific contractual conditions. The maximum cumulative service for General Service fixed-term extrabudgetary appointments in the Commissary is normally limited to five years. Staff members who reach this limit are not eligible for future appointments in the Commissary in the General Service category, but they remain eligible to apply for other positions elsewhere in the IAEA.
• 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.