Procurement Assistant (G5)

Background:

The work of the OSCE Programme Office in Bishkek (POiB) focuses on a range of security issues, from countering terrorism, border security and transnational threats such as human trafficking, to developing the country’s regions, strengthening efforts to combat corruption on all levels, as well as supporting the reform of the justice sector, implementation of election reform, gender equality and building open and resilient societies.

The post is located in the Procurement and Materials Management section within the Fund Administration Unit (FAU). The section is responsible for implementing internal control systems to ensure proper transparency and accountability as well as cost efficiency in material management operations and risk assessment exercises to ensure proactive and efficient mitigation of possible risks in material management. The section provides all services and functions, covering the support and guidance on procurement processes and the procurement of goods, services and works required by the POiB in accordance with the OSCE Common Regulatory Management System (CRMS).

Main purpose:

To support the implementation of procurement and purchasing processes within the POiB by performing a range of operational, technical and administrative tasks related to procurement activities. This includes conducting market research and price analyses, processing assigned procurement cases, supporting the administration and monitoring of contracts, maintaining and regularly updating procurement plans, and ensuring timely coordination and follow-up on procurement activities in accordance with OSCE rules, regulations and established procedures.

Working under moderate supervision, the Procurement Assistant provides technical guidance and support to programme staff in developing Terms of Reference (ToR), technical specifications and Statements of Work (SoW); ensures timely updates of procurement plans in EIRENE; and manages assigned procurement processes, including the preparation of solicitation documents, evaluation reports and procurement cases for submission to the relevant approving authorities. The incumbent prepares and processes Purchase Orders (POs), Blanket Purchase Agreements (BPAs) and Contract Purchase Agreements (CPAs), monitors their implementation, and prepares procurement-related reports as required by management. The incumbent also responds to procurement and purchasing-related queries from programme staffand implementing partners, providing guidance on applicable OSCE procurement proceduresand requirements.

Work relationships:

The Procurement Assistant reports directly to the National Procurement Officer (NP1), while the Chief of Fund Administration Unit (P3) acts as the second-level supervisor.

Internal contacts are maintained with mission members across all departments and units of the POiB to coordinate procurement activities, facilitate the timely procurement of goods and services, exchange information, provide guidance on procurement-related matters, and obtain additional technical details or clarifications concerning submitted Purchase Requisitions (PRs). External contacts are maintained with local and international suppliers, vendors and contractors to conduct market research, obtain information on available goods and services, request clarifications on submitted bids, discuss purchasing conditions and payment terms, clarify technical requirements and Statements of Work (SoW), and support negotiations on contractual terms and conditions within the scope of delegated responsibilities and in accordance with OSCE procurement procedures.

Tasks and Responsibilities:

Under the overall supervision of the National Procurement Officer (NP1), the successful candidate will be tasked with the following duties:

1. Reviewing and processing Purchase Requisitions (PRs) for goods, services and works submitted by POiB departments and units; analysing procurement requirements, conducting market research and comparative price analyses; identifying potential suppliers and providing guidance to requesting units on appropriate procurement methods in accordance with OSCE CRMS; maintaining and updating information on market prices for frequently procured goods and services.

2. Under the supervision of the National Procurement Officer (NP1), preparing solicitation documents for Requests for Quotations (RFQs), Invitations to Bid (ITBs) and Requests for Proposals (RFPs); publishing approved tenders in accordance with OSCE CRMS; coordinating tendering processes and responding to suppliers' requests for clarification in consultation with requesting units and the supervisor, as appropriate; supporting evaluation processes, compiling evaluation documentation and preparing draft evaluation reports based on the findings and recommendations of designated evaluators or evaluation committees for review and approval by the relevant authorities.

3. Organizing and processing assigned procurement cases for goods, services and works; independently handling routine procurement cases under existing long-term agreements or cases reviewed and approved by the National Procurement Officer (NP1), while referring complex or exceptional matters for further guidance; preparing and processing Purchase Orders (POs), Blanket Purchase Agreements (BPAs), Contract Purchase Agreements (CPAs) and other procurement transactions in accordance with OSCE CRMS.

4. Preparing draft contracts, purchase agreements and related procurement documentation; monitoring contract implementation, validity periods, expiration dates, delivery schedules, supplier obligations and requirements for amendments or renewals; following up with suppliers and requesting units on the timely delivery and receipt of goods and services, including addressing delivery-related issues and ensuring that receipt and acceptance are duly confirmed and documented by the responsible requesting units; maintaining and updating records of long-term agreements and contracts with suppliers.

5. Maintaining and regularly updating supplier databases, including information on supplier eligibility, available goods and services and performance records; monitoring suppliers' performance and following up on complaints or concerns raised by requesting units regarding the quality, timeliness and compliance of delivered goods, services and works; collecting and reviewing relevant information, preparing supplier performance assessments, identifying recurring issues and referring them to the supervisor for further consideration.

6. Preparing procurement case documentation, background information, comparative analyses and supporting materials for consideration by the Mission's Fund Material Management Committee (FMMC); drafting procurement submissions and supporting the preparation of FMMC reports and records, as assigned; checking procurement files for completeness and the presence of required supporting documentation, approvals and evaluation records in accordance with OSCE CRMS, and referring identified discrepancies or compliance concerns to the National Procurement Officer (NP1); following up on relevant FMMC recommendations and decisions; maintaining procurement archives and ensuring the accuracy, completeness and proper filing of procurement documentation in electronic and hard-copy formats for audit and compliance purposes.

7. Reviewing, maintaining and updating the POiB procurement plan, ensuring that planned and ongoing procurement activities are accurately reflected and regularly updated in line with approved PRs, POs and procurement progress recorded in the system; identifying discrepancies, monitoring procurement timelines and following up with requesting units to ensure timely updates and accurate procurement planning information; compiling procurement-related statistical data and preparing periodic procurement status reports, statistical summaries and other procurement-related reports as requested by management.

For more detailed information on the structure and work of the OSCE Programme Office in Bishkek, please see: https://bishkek.osce.org/ru.

Necessary Qualifications:

• Completed secondary education, supplemented by specialized training or formal studies in supply chain, economics, procurement or contracting;
• Minimum five (5) years of working experience (4 years with a first-level university degree or 3 years with a second-level university degree) in supply chain, logistics or procurement, part of which should preferably in an international organization;
• Chartered Institute of Procurement and Supply (CIPS) certification Level 2 is an asset;
• Advanced computer literacy with practical experience in Microsoft Office applications. Experience with ERP software is an asset;
• Demonstrated gender awareness and sensitivity and an ability to integrate a gender perspective into tasks and activities.
• Ability and willingness to work as a member of team with people of different cultural and religious backgrounds, different genders, and diverse political views while maintaining impartiality and objectivity;
• Excellent spoken and written communication skills in English and Russian/Kyrgyz languages.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1,132 Euro/month. Social benefits will include Organization for Security and Co-operation in Europe participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.

Appointments are normally made at Step 1 of the applicable OSCE salary scale. In exceptional cases, an initial appointment at up to Step 3 may be considered. This depends on factors such as relevant experience exceeding minimum requirements or higher previous remuneration. Any such request by a candidate must be reviewed and approved by the OSCE before the appointment.

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/.

The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, to offer an appointment at a lower grade or to offer an appointment with a modified job description or for a different duration. 

Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that OSCE appointments are subject to medical clearance. 

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

Please be aware that the OSCE does not request payment at any stage of the application and review process.