Shipment and Receiving Assistant, Vienna, Austria

Organization: IAEA - International Atomic Energy Agency

Country: Austria

City: Vienna

Office: IAEA Vienna, Austria

Grade: G-4

Closing date: Monday, 22 August 2022

Shipment and Receiving Assistant(G4)

( 2022/0536 (001247) )

Organization: MTGS-Facilities and Property Management Unit

Primary Location: Austria-Vienna-Vienna-IAEA Headquarters

Job Posting: 2022-07-25, 9:25:11 AM

Contract Type : Fixed Term


Probation Period : 1 Year

Organizational Setting

The Department of Management’s Division of General Services (MTGS) provides support functions to the IAEA through its five Sections, namely the Archives and Records Section (ARMS), the Commissary Management Section (CMS), the Facilities Management Section (FMS), the Transport and General Support Section (TGSS), and the Seibersdorf Laboratories Services Section (SLSS).

The Facilities Management Section provides technical advice and has overall responsibility for the implementation of major facilities management specific projects and administrative services including property management and multi-media services for the IAEA. The Section comprises of two Units, namely the Facilities and Property Management Unit and the Project and Technical Support Services Unit.

Main Purpose

Reporting to the Supervisor, Receiving and Inspection Group, the Shipment and Receiving Assistant handles all incoming and outgoing official shipments, and related receiving and inspection matters.

Functions / Key Results Expected

Following established standards and procedures: Review all incoming and outgoing shipping requisitions, decide on the appropriate mode of transport, e.g. air freight, courier and surface shipments, approve utilising AIPS system and provide assistance with regards to rules and regulations pertaining to the handling of dangerous/hazardous goods and the Known Consignor scheme.

Make estimates of shipping costs and/or request offers from shipping vendors for official incoming and outgoing shipments.

Check for data correctness and completeness of freight documentation and invoices and follow up deadlines for collection and delivery and coordinate between internal stakeholders, external service providers and the IAEA Receiving and Inspection Group.

Provide input and statistical data related to incoming and outgoing shipments.

Inspect and review paperwork of goods received to ensure accuracy of delivery notes including information as to the requisitioning department of the IAEA.

Backup for the colleagues in the group.

Competencies and Expertise

Core Competencies

Name Definition

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.


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.


Actively contributes to achieving team results. Supports team decisions.

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.


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

General Services

Auto and Light Vehicle Driving

Ability to use electronic and manual lifting equipment. Health and safety awareness.

General Services

Logistical Support

Knowledge of the shipment related rules and procedures.

Administrative Support

MS Office (Word, Excel, Outlook, PowerPoint)

Basic knowledge of the MS Office package, which is used by the IAEA.

Qualifications, Experience and Language skills

Completed secondary education.

Certification in dangerous and hazardous goods handling is an asset.

At least four years of relevant working experience in shipping and receiving.

Good health and physical fitness, the incumbent has to move heavy hazardous and live goods using mechanical and electrical equipment.

Excellent oral and written command of English and German. Knowledge of other official IAEA languages (Arabic, Chinese, French, Russian and Spanish) is an asset.

English language test (Level 2) to IAEA standard.


The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at EUR 43434 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks‘ annual vacation, pension plan and health insurance

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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