Senior Procurement Assistant (G6)

Background:

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Secretariat in Vienna assists the Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Financial Administrative Instructions. DMF consists of Budget and Finance Services Section, Mission Support Section, Information and Communication Technology Section and the Management and Co-ordination Section.

Mission Support Services provides the working framework for OSCE's procurement and contracting, implementing partners, assets, logistics, transport, travel and facilities management activities. It also acts as policy development and co-ordination point for resource administration in the OSCE's executive structures in relation to these activities, including providing on-site assistance and technical training programmes.
 

Tasks and Responsibilities:

Under the overall supervision of the Chief, Procurement and Contracting Unit, the incumbent provides all services and functions covering support and guidance on procurement issues and processes to all OSCE staff, as well as for the procurement of goods and services required by the OSCE Secretariat, and other OSCE executive structures, in accordance with OSCE financial Regulations and Rules, established procurement policies and procedures and relevant administrative instructions.

The incumbent works independently and under minimal supervision to facilitate timely delivery of procurement processes and meeting the internal client’s objectives, in line with the Organization’s rules, regulations and policies.

The post reports to the Procurement Officer as the first level supervisor and to the Chief of Procurement and Contracting Unit as the second level supervisor. The post does not have a supervisory function.

The incumbent will collaborate with all programmes and extra-budgetary funded projects in the Secretariat, as well as with procurement colleagues in OSCE field operations and institutions, and will serve as a focal point to provide guidance and advice on correct implementation of Financial Administrative Instruction 6 on Procurement and Contracting and Financial Administrative Instruction 15 on Implementing Partners.

External contacts are with business and private industries and suppliers, representatives of trade/commercial missions, to obtain information, clarification and agreement on terms of contracts and/or specification requirements.

More specifically, the incumbent will perform the following:

1.    Planning, developing and managing procurement projects of varying complexity relating to goods, works and services for the OSCE Secretariat, other programmes and extra-budgetary funded projects, and ensuring that best value for money is always secured;
2.    Providing support and guidance to OSCE officials at the OSCE Secretariat, field operations and institutions on procurement issues during all stages of the procurement cycle;
3.    Preparing and issuing tender dossiers and ensuring that the evaluation and contract award criteria are adequate; supervising the solicitation process and bid opening, preparing and reviewing tender evaluation reports;
4.    Actively participating in contract negotiations, evaluation and administration;
5.    Conducting market research to keep abreast of market developments and new technologies and analysing statistical data and relevant commercial trends;
6.    Participating in the maintenance of the OSCE e-procurement platform and the OSCE regulatory framework on procurement and contracting, contributing to the formulation and regular revision of OSCE templates and procurement training documentation.

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat 
 

Necessary Qualifications:

• Secondary education supplemented by formal training or studies in procurement / supply chain, business administration, commerce, engineering or related field; in particular, professional certification such as CIPS (Chartered Institute of Procurement and Supply) Public Procurement Certification Level 2 or higher is highly desirable;
• A minimum of six years of progressively responsible experience in procurement, commercial contracting or supply chain management, preferably in an international environment; a university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility;
• Familiarity with public procurement policies and procedures, as well as knowledge of polices of other international organizations is an asset;
• Ability to analyse market and product information as well as other statistical data;
• Digital literacy, including the ability to operate Microsoft applications, the internet and email, Oracle E-business suite and e-procurement platforms; proficiency with AI tools is desirable;
• Professional fluency in English, including excellent drafting skills; knowledge of other languages from the OSCE region is desirable;
• Ability to establish and maintain effective working relations with people of different national and cultural backgrounds whilst maintaining impartiality and objectivity;
• Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities.
   

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 5,580 (12 times a year) depending on family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of 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. 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.