International Atomic Energy Agency
Vacancy Notice No. 2013/218

Position and Grade: Information Desk Clerk (G-4)
Organizational Unit: Sales and Warehouse Unit
Commissary Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 15 February 2013
Application Deadline: 14 March 2013
Type of Appointment: Fixed term extrabudgetary (subject to a probationary period of 1 year)
CCOG codes: 2.P

Organizational Setting

The Department of Management provides services to support the delivery of the IAEA's programmes, and oversees a wide range of responsibilities including the major functions of budget and finance, conference and document services, general services, human resources, information technology, medical services, procurement and public information.

The Division of General Services is one of the six Divisions in the Department of Management. It provides service functions through the Director's Office and five Sections: Facilities Management, Seibersdorf Facilities Management, Archives and Records Management, Transport and General Support and Commissary.

The Commissary Management Section manages the Commissary at the Vienna International Centre. The Commissary is a tax and duty-free store that is operated under the authority of the Director General of the IAEA. It was established as a self-sustaining and non-profit making operation in order to facilitate the purchase of limited quantities of 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 day-to-day supervision of one of the Team Supervisors and the general supervision of the Unit Head, the Information Desk Clerk staffs the Information Desk during the opening hours and performs various back-office duties before the Commissary opens. He/she is expected to perform all of his/her routine duties independently.

Working Relationships

The Information Desk Clerk interacts with Commissary customers of all levels on an ongoing basis on issues such as entitlements, Commissary rules and regulations, product locations, prices, special offers, bulk sales orders, etc. and handles enquiries and complaints. He/she exchanges work-related information with other Commissary staff.

Functions / Key Results Expected

  • Staff the Information Desk Counter during Commissary opening hours including processing bulk sales orders; answer customer queries and complaints; advise customers on their entitlements, Commissary rules and Regulations.
  • Update customer database and release purchase entitlements to customers by validating grounds passes for shopping.
  • Issue invoices for credit sales made by Permanent Missions, various non-VIC based international Organizations, Catering Service (WIWAG), Seibersdorf Cafeteria, as well as VBOs' Procurement Offices. File incoming correspondence and documents (official Permanent Mission letters and cards).
  • Create and, if necessary, correct Commissary cash reports of the sales intake on a daily basis for the use of Commissary management and Division of Budget and Finance by reconciling bank statements with data extracted from the Commissary information system.
  • Assist in established book-stock adjustment procedures and take part in inventory taking.
  • Maintain the Time, Attendance and Leave Management System (TALMS) for the Commissary Management Section.
  • Administer stationery supplies for the Commissary and fullfill the role of Records Office Clerk.

Knowledge, Skills and Abilities

  • Interpersonal skills: Ability to work as team member in a multicultural environment and deal with staff at all levels and representatives from the diplomatic community with tact, diplomacy, discretion and respect for confidentiality. Excellent customer orientation.
  • 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.
  • Communication skills: ability to convey verbal information effectively and to draft routine correspondence and to correct documents in accordance with established standards and requirements.
  • Good health, physical fitness and strength to carry out strenuous work.
  • Ability to concentrate for long periods of time.
  • Computer skills: Proficiency in MS Office 2010 (Word, Excel, Outlook, PowerPoint), which is the IAEA standard, and ability to use databases.

Education, Experience and Language Skills

  • Completed secondary education.
  • Minimum of four years of experience in data entry applications and basic clerical, administrative and commercial experience, some of which in an international environment.
  • English Language Test (Level 2) and English Typing Test (Level 2) to IAEA standard.
  • Good command of written and spoken English. Knowledge of German desirable. Knowledge of other official IAEA languages (i.e. Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €35 512 (subject to mandatory deductions for pension contributions and health insurance), six weeks' annual vacation, pension plan and health insurance.

How to Apply

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

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