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Senior Procurement/Assets Management Assistant


The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. Among the ODIHR’s main fields of activity is election observation as well as a large number of assistance projects in the areas of democratic institution building, the rule of law and human rights.

Tasks and Responsibilities

Under the direct supervision of the Procurement Officer, the Senior Procurement Assistant performs administrative tasks in support of the entire procurement process including assets management and contracts administration. The Senior Procurement Assistant is the focal point for ORACLE Material Management and Contracting module in the ODIHR.

In particular, the incumbent performs the following functions:

1.Procurement of Goods and Services:
Prepares "Tender Invitations" and/or "Requests for Quotes"; including conducting preliminary market surveys for the purchase of goods/services, comparing received quotations and preparing bids summary with the supplier proposal; completing all required documentations;
Prepares reports, analyses and evaluations regarding procurement of goods and services, travel, assets and cost monitoring and cost containment;
Produces purchase/service agreements;
Assists in negotiating the contract’s terms and conditions including prices, delivery and payment terms, vendor obligations, post purchase service level;
Performs agreements/contracts administration;
Assists in providing guidance to management on all aspects of procurement (including OSCE purchasing policies and procedures) and helps for other Departments on procurement rules, policy and office procedures;
Prepares purchase order.

2.Assets management:
Creates, maintains and updates the assets database;
Supervises assets handling and assets transfer within organization;
Verifies and prepares annual assets report;
Assists in defining supply and asset management policies and practices, co-ordinates fulfilment of OSCE assets management policies;
Liaises with the Assets management unit in Secretariat.

3.IRMA system processes and procedures support:
Acts as the ORACLE Super User for the Materials Management and Contracting module by providing a high level of expertise;
Provides guidance to management and staff on the ORACLE system;
Provides ORACLE training.

4.Support to field operations of Elections or others departments:
Provides procurement support and assistance remotely or on-site;
Reviews field operations’ procurement and contracting activities for compliance with the Common Regulatory Management System (CRMS).

5.Performs other related duties as assigned.

Necessary Qualifications

  • Completed secondary education supplemented by specialized training in logistics and/or procurement;
  • Six years of comparable working experience;
  • Good knowledge of Excel and Access and ERP systems such as Oracle;
  • Excellent oral and written communications skills in English;
  • Working knowledge of Polish. Knowledge of other OSCE official language, such as Russian, is an asset;
  • Ability to work under pressure and within tight deadlines; attention to detail;
  • Strong communication skills;
  • Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender and diverse political views, while maintaining impartiality and objectivity.


Monthly remuneration, subject to social security deductions, is approximately PLN 8,400. OSCE salaries are exempt from taxation in Poland.

Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 45 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

Appointments are normally made at step 1 of the applicable OSCE salary scale.

If you wish to apply for this position, please use OSCE’s online application link found under

The OSCE retains the discretion to re-advertise 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 the OSCE on-line applications will be accepted and short-listed applicants contacted.

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

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

No application fees or information with respect to bank account details are required by OSCE for our recruitment process.

Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.

Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.

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  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Portland
  • Grade: Mid/Senior - Internationally recruited position - Mid/Senior level
  • Occupational Groups:
    • Procurement
    • Operations and Administrations
    • Administrative support
    • Procurement
    • Operations and Administrations
    • Administrative support
  • Closing Date: 2017-03-22

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