Senior Procurement Assistant (G6)

Background:

The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Senior Procurement Assistant with its Field Office in Kyiv. The OSCE is committed to achieving a better gender balance of women and men within the Organization. 

Initial duration of appointment is for 12 months, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.

All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment/.

Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.

For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see https://www.osce.org/special-monitoring-mission-to-ukraine

Tasks and Responsibilities:

Senior Procurement Assistant is responsible for procurement of goods and services for all Mission's Sections/Units and field offices, process of tenders for framework contracts and complex purchases and support in planning activities of the Procurement and Contract Section/Procurement Unit. 
Under the direct supervision of Procurement Officer the incumbent performs the following duties:

1. Initiating purchase of goods and services within established authority. Reviews Terms of Reference prepared by the Mission's Sections/Units. Preparing and issuance tender documents (Request for Quotation, request for Proposal, Invitation to Bid) for framework contracts and complex purchases. Processing the administrative and financial evaluation of received offers;
2. Finalising procurement processes with drafting of vendor contracts and submitting them for approval to the supervisor;
3. Ensuring consistent value for money spend and consistent level of service to the departments. Participates in negotiations with vendors. Liaises between vendors and the Mission's departments;
4. Advising programme staff on procurement policies and procedures and ensures that all procurement actions are conducted in accordance with the OSCE rules and regulations. Provides support to higher authority in planning activities and prioritization of tasks, follows up on framework contract implementation and vendor performance;
5. Preparing Purchase Orders (PO), submits them for approval to the relevant authority and sends them to suppliers for signature. Conducts follow up on orders with suppliers to expedite timely delivery of the goods/services ordered. Takes actions with suppliers to resolve claims from requesting departments regarding quality/quantity of goods/services supplied;
6. Maintaining contract data base, processes renewal or termination and re-tendering. Manages the Purchase Order filing system. Conducts and administers supplier evaluation reports. Conducts PO closing procedure in Oracle throughout the year and in the year-end closure procedure;
7. Conducting market research for new types of available services and goods. Takes initiative in identifying potential suppliers of goods and services. Maintains relevant product and supplier catalogues, monitors local advertisements and identifies emerging companies and products. Maintains and updates the supplier database;
8. Drafting short and framework Contracts as well as Lease Agreements for SMM premises and submits them to higher authority for approval;
9. Preparing statistical reports and analysis, to monitor and improve cost effectives of procurement planning and activities;
10. Other related duties as assigned.

Necessary Qualifications:

• Ukrainian citizenship or holding permanent resident status in Ukraine;
• Secondary education supplemented by formal commercial studies, trainings and/or courses on procurement, administration or accountancy;
• Minimum 6 years of working experience in the purchasing field, preferably in an international environment;
• Established knowledge of procurement procedures;
• Computer literate with practical experience in Microsoft packages;
• Knowledge of international ERP systems such as Oracle or SAP would be an asset;
• Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
• 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;
• Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
• Flexibility and ability to work under pressure and with limited time frames.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1225.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.

For more details please visit the OSCE website employment section at http://www.osce.org/employment/. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link. 

Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered.

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

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.