Organizational Setting
The Department of Technical Cooperation (TC) consists of the Office of the Deputy Director General, four regional Divisions (Africa, Asia and the Pacific, Europe and Latin America and the Caribbean), the Division of Programme Support and Coordination and the Division of the Programme of Action for Cancer Therapy (PACT). It provides strategic direction for the IAEA's technical cooperation programme, and is responsible (in close collaboration with Member States) for the planning, formulation, implementation and monitoring of the programme, in line with the IAEA Medium Term Strategy.
The Division of Programme Support and Coordination (TCPC) is responsible for the development, promotion and consistent application of strategies, policies, standards, tools and systems to support the TC programme. This includes quality assurance and enhanced results-based programme management, training and capacity development, expanded cooperation through existing and new partnerships and resource mobilization, efficient management of financial resources, data and information, as well as outreach and reporting.
The Finance and Information Management Section (TCFIMS) is responsible for the development, standardization and consistent application of implementation tools, processes and agreements; for the efficient use of programme funds through budgeting and financial monitoring; for providing supporting information, data and statistics; and for the development and enhancement of information technology support systems including communication systems.
Main Purpose
Under the overall direction of the Director of TCPC, and the direct guidance of the TCPC-FIMS Unit Head, Finance Unit, and in consultation with relevant staff in the Department of Technical Cooperation, Division of Budget and Finance, Office of Procurement Services and counterparts in Member States, the Consultant (Procurement and Grants) contributes technical expertise to the coordination of all TC field procurement activities involving the preparation and execution of TC project grants to counterparts, TC project Low Value Purchasing (LVP), and necessary administrative follow up on procurement made through MTPS.
Functions / Key Results Expected
• Provide specialized guidance on procedures related to commercial procurement, within delegated authority, related to event procurement, local procurement and LVP.
• Research and analyse the market, demand, stakeholders, and requirements and propose appropriate field procurement approach.
• Ensure receipt of goods and services procured for TC by MTPS in ORACLE and follow up with the Freight Forwarder or the CP to ensure the goods are delivered and the delivery is documented.
• In collaboration with MTBF and MTPS prepare and maintain the Field Procurement goods in transit IPSAS Report. Generate follow-up reports for action by Programme Management Officers (PMOs). Act as a central focal point for receipting of goods and services for the Department of Technical Cooperation.
• Prepare relevant documentation for the issuance of grants to the TC Project Counterpart Institutes with verified inputs from Programme Management Officers (PMOs) and Agreements signed by the counterparts, ensuring the relevant authorizations and justifications are in place.
• Prepare and issue the relevant purchase orders, maintain reports on the issuance of Grants and ensure the timely submission of completion reports and counterpart certification.
• Ensure follow up with PMOs and CPs on efficient delivery of shipments, including collection of shipping and green-light related information and country -specific practices with a view to establish effective standards for delivery of the procurement component of the TC Programme.
• Monitor the Global Freight forwarding contract and propose improvements and standardisation of shipping practices. Be responsible for the monitoring and tracking of storage and shipping charges ensuring that charges remain reasonable and within planned envelopes.
• Verify billing information and generate invoices for goods procured for IAEA laboratories in Seibersdorf; review invoices of IAEA laboratories in Monaco and Seibersdorf for fellows trained to ensure that obligations are identified, open and correctly coded, the data is accurate and appropriate supporting documentation is provided.
Qualifications and Experience
University degree in Business Administration, Public Administration, Commerce, Engineering, Law or other related fields.
Advanced degree as asset.
Minimum two years of relevant experience in commercial procurement, financial management and reporting preferably related to technical assistance programmes/projects, preferably in an international environment or in a sector related to the IAEA's mandate.
Some knowledge of international trading practices and in a sector related to the IAEA's mandate is an advantage.
Excellent oral and written command of English. Knowledge of other official IAEA languages (Arabic, Chinese, French, Spanish, Russian) is an asset.
Remuneration
The remuneration for this consultancy is a daily fee of up to a maximum of € 250, based on qualifications and experience. In case duty travel is required within the assignment, a daily subsistence allowance (DSA) and travel costs are provided. Health coverage and pension fund are the responsibility of the incumbent.