Paid internship in Vienna, Austria: Finance Assistant: Salary 3000€ +accodomation
Finance Assistant, Vienna
Closing date: Monday, 20 October 2014
Closing date: Monday, 20 October 2014
International Atomic Energy Agency
Wagramer Strasse 5
1400 Vienna
Position and Grade: Finance Assistant (Library) (G-5)
Organizational Unit: IAEA Library Unit
Nuclear Information Section
Department of Nuclear Energy
Duty Station: Vienna, Austria
Issue Date: 22 September 2014
Application Deadline: 20 October 2014
Wagramer Strasse 5
1400 Vienna
Position and Grade: Finance Assistant (Library) (G-5)
Organizational Unit: IAEA Library Unit
Nuclear Information Section
Department of Nuclear Energy
Duty Station: Vienna, Austria
Issue Date: 22 September 2014
Application Deadline: 20 October 2014
Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes: 2.C.03
CCOG codes: 2.C.03
Organizational Setting
The objective of the Department of Nuclear Energy is to foster the efficient and safe use of nuclear power by supporting interested Member States in improving the performance of nuclear power plants, the nuclear fuel cycle, and the management of nuclear wastes; in catalysing innovation in nuclear power and fuel cycle technologies; in developing indigenous capabilities for national energy planning; in deploying new nuclear power plants; in preserving and disseminating nuclear information and knowledge; and in advancing science and industry through improved operation of research reactors.
The Nuclear Information Section consists of the IAEA Library Unit, the International Nuclear Information System (INIS) Unit and the Systems Development and Support Group. It fosters the exchange of scientific and technical information on the peaceful use of nuclear science and technology; increases awareness in Member States of the importance of maintaining efficient and effective systems for managing such information; provides information services and support to Member States and to the IAEA; and assists with capacity building and training.
The Nuclear Information Section consists of the IAEA Library Unit, the International Nuclear Information System (INIS) Unit and the Systems Development and Support Group. It fosters the exchange of scientific and technical information on the peaceful use of nuclear science and technology; increases awareness in Member States of the importance of maintaining efficient and effective systems for managing such information; provides information services and support to Member States and to the IAEA; and assists with capacity building and training.
Main Purpose
The Finance Assistant (Library) contributes to the Library’s acquisition activities, performing all related functions, including timely ordering, receiving and claiming of materials, maintaining records in the integrated library system, compiling and updating purchase lists on vendor databases, and securing proper invoicing and prompt payment of resources. He/She monitors all acquisition funds and budgets, while conducing to the managing of the Unit’s budget implementation by generating necessary reports. He/She also contributes to the efficient operation of Library services and the proper use of its nuclear information resources.
Working Relationships
The Finance Assistant (Library) works closely with the Library’s Contracting Officer, the Unit Head, as well as with other Library and Nuclear Information Section staff involved in financial management and provision of nuclear information resources and services. He/She works independently and sets daily priorities within the framework of the established rules, procedures and guidelines received from the supervisor, and also builds and maintains collaborative working relationships with other Units, the Nuclear Information Section, the IAEA staff, and vendors or suppliers.
Working Relationships
The Finance Assistant (Library) works closely with the Library’s Contracting Officer, the Unit Head, as well as with other Library and Nuclear Information Section staff involved in financial management and provision of nuclear information resources and services. He/She works independently and sets daily priorities within the framework of the established rules, procedures and guidelines received from the supervisor, and also builds and maintains collaborative working relationships with other Units, the Nuclear Information Section, the IAEA staff, and vendors or suppliers.
Functions / Key Results Expected
Serve as the focal point for implementing the financial arrangements in support of all Library procurement activities.
Process requests for acquisition of library materials, provide financial monitoring assistance, maintain an accurate overview of expenditures and fund status, and assist Library management in preparing budget estimates.
Process payments, ensuring accuracy, consistency, and conformity to terms and conditions of orders, and ensure the application of Library financial policies, the IAEA rules and procedures.
Maintain required files for invoicing; input invoice details into the Library Integrated System, prepare or clear payments as appropriate.
Provide administrative actions by means of the IAEA’s electronic systems; act as receiver in AIPS.
Communicate and correspond with vendors, suppliers and publishers regarding invoice issues, proof of payments, discounts, refunds, and damaged/undelivered materials in order to ensure correct charges and savings for the Library; resolve issues regarding payment, request credit memos or fund refunds where applicable.
Liaise with MTBF to ensure accurate posting and timely payment of Library bills.
Work as a team member, providing assistance or backup to other staff in the Library Acquisition area, Inter-library Loan and Document Delivery Service.
Identify and implement process improvements in the workplace or recommend workflow streamlining within his/her own responsibilities.
Collaborate with Staff in the Nuclear Information Section on identifying and developing common activities, products and services, with the goal of improving efficiency and synergy within the Section.
Process requests for acquisition of library materials, provide financial monitoring assistance, maintain an accurate overview of expenditures and fund status, and assist Library management in preparing budget estimates.
Process payments, ensuring accuracy, consistency, and conformity to terms and conditions of orders, and ensure the application of Library financial policies, the IAEA rules and procedures.
Maintain required files for invoicing; input invoice details into the Library Integrated System, prepare or clear payments as appropriate.
Provide administrative actions by means of the IAEA’s electronic systems; act as receiver in AIPS.
Communicate and correspond with vendors, suppliers and publishers regarding invoice issues, proof of payments, discounts, refunds, and damaged/undelivered materials in order to ensure correct charges and savings for the Library; resolve issues regarding payment, request credit memos or fund refunds where applicable.
Liaise with MTBF to ensure accurate posting and timely payment of Library bills.
Work as a team member, providing assistance or backup to other staff in the Library Acquisition area, Inter-library Loan and Document Delivery Service.
Identify and implement process improvements in the workplace or recommend workflow streamlining within his/her own responsibilities.
Collaborate with Staff in the Nuclear Information Section on identifying and developing common activities, products and services, with the goal of improving efficiency and synergy within the Section.
Knowledge, Skills and Abilities
Sound financial and numerical skills with the ability to pay attention to detail and maintain a high level of accuracy in maintaining and checking transactions.
Thorough understanding of financial and procurement regulations, rules, guidelines and procedures.
Very good knowledge of library operations, in particular acquisitions delivery of information service.
Knowledge and experience with computerized information systems; ability to undertake relevant Library research, maintain records in a systematic fashion and retrieve necessary information with speed and accuracy.
Organization 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.
Initiative and willingness to learn new skills and flexibility to changes in assignment.
Interpersonal skills: Ability to work effectively in a multicultural environment with respect and sensitivity for diversity, and ability to establish and maintain effective partnership with counterparts and staff of the IAEA; work effectively as a team member.
Thorough understanding of financial and procurement regulations, rules, guidelines and procedures.
Very good knowledge of library operations, in particular acquisitions delivery of information service.
Knowledge and experience with computerized information systems; ability to undertake relevant Library research, maintain records in a systematic fashion and retrieve necessary information with speed and accuracy.
Organization 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.
Initiative and willingness to learn new skills and flexibility to changes in assignment.
Interpersonal skills: Ability to work effectively in a multicultural environment with respect and sensitivity for diversity, and ability to establish and maintain effective partnership with counterparts and staff of the IAEA; work effectively as a team member.
Analytical skills: Ability to analyse and verify the correctness of financial records, ability to use judgment and initiative appropriate to situations.
Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook), and the ability to use databases.
Computer skills: Proficiency in MS Office 2010, which is the IAEA standard (Word, Excel, Outlook), and the ability to use databases.
Education, Experience and Language Skills
Completed secondary education.
Post-secondary education in the field of finance, economics, management, administration, or similar field is desirable.
Minimum of five years experience in economics or finance, out of which preferably one year in a library or information centre.
Working experience in an international environment is an asset.
English language test (level 2) and typing test (level 2) to IAEA standard.
Language skills: Good working knowledge of both spoken and written English. Working knowledge of other officialIAEA languages (Arabic, Chinese, French, Russian, Spanish) an asset.
Post-secondary education in the field of finance, economics, management, administration, or similar field is desirable.
Minimum of five years experience in economics or finance, out of which preferably one year in a library or information centre.
Working experience in an international environment is an asset.
English language test (level 2) and typing test (level 2) to IAEA standard.
Language skills: Good working knowledge of both spoken and written English. Working knowledge of other officialIAEA languages (Arabic, Chinese, French, Russian, Spanish) an asset.
Remuneration
The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €41 947 (subject to mandatory deductions for pension contributions and health insurance), 6 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. TheIAEA 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.
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. TheIAEA 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.
Category: Interships
