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Senior Procurement Assistant (G6)

Warsaw (Poland)

  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Warsaw (Poland)
  • Grade: G-6, General Service - No need for Higher Education - Locally recruited position - Administrative support
  • Occupational Groups:
    • Procurement
    • Administrative support
  • Closing Date: 2021-10-19

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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 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 are election observation and large number of assistance projects in the areas of democratic institution building, the rule of law and human rights. 
The Procurement Unit (PU) is a part of Common Services Department of the Office for Democratic Institutions and Human Rights (ODIHR). The objective of PU is to provide quality support service to ODIHR Programmatic Departments in the field of procurement of goods, services and works, asset management and travel management services. The PU also plays one of main roles in supporting ODIHR field operations (mainly Election Observation Activities) by delivering respective support services on spot by designated PU staff.  

Tasks and Responsibilities:

The Senior Procurement Assistant reports to Procurement Officer and on daily bases identifies priorities to be addressed. The Senior Procurement Assistant acts as a point of contact for staff members related to the IRMA/ORACLE Material Management and Contracting module in ODIHR.


1.    Procurement of Goods, Services and Works, including:
a)    Preparing and processing Tender Invitations (Request for Proposals (RFP) and Initiation to Bids (ITB) and/or Requests for Quotes (RFQ).
b)    Supporting and advising programmatic staff/internal clients with preparation of Terms of References (ToR) and Technical Specifications (TS). Reviewing received procurements requests with ToR/TS for compliance.
c)    Conducting preliminary market research for the goods/services/works in accordance with the ToR/TS received from requestors/internal clients. 
d)    Drafting tender documents (RFP and ITB) or RFQ documents for medium and large complexity and volume procurements.
e)    Coordinating evaluation of received offers.

2.    Contract negotiations, preparation and administration, including:
a)    Supporting Procurement Officer in negotiating of contract’s terms and conditions including prices, delivery and payment terms, vendor obligations, post purchase service level, ensuring best interest for the OSCE. 
b)    Drafting contracts and agreements utilising standardized OSCE templates and submitting to Procurement Officer for review and clearance. 
c)    Administering communication with contractors including countersignatures of contracts and agreements. 

3.    Purchase Order (PO) preparation, including:
a)    Reviewing Purchase Requests (PRs) assigned in Oracle for compliance with OSCE procurement rules, completeness of the information contained, obtaining any additional information from the requester. 
b)    Preparing specific or standardized POs, obtaining approvals in Oracle and authorized signatures, and sending out POs for countersignature by suppliers.   

4.    IRMA/Oracle ERP processes and procedures support, including:
a)    Acting as the IRMA/Oracle ERP “Super User” for the Materials Management and Contracting module.
b)    Assisting in implementation of IRMA/Oracle system.
c)    Providing IRMA training for PMs and staff in general.  

5.    Other duties, including:
a)    Updating and maintaining supplier database. 
b)    Providing support and backup to other staff members in the Procurement Unit, including travel management function.
c)    Supporting ODIHR field operations (Election Observation Activities) by performing remote or on site activities and substituting for the Associate Procurement and Contracting Officer on short and medium term basis, if required.


Necessary qualifications:

•    Completion of secondary education is a requirement; specialized training in procurement/supply chain management, contracting and asset management is an asset.
•    Minimum six years of relevant working experience in the field of procurement, supply chain, contract management. 
•    Computer literate with practical experience with Microsoft applications. 
•    Practical experience with an ERP system.
•    Excellent written and spoken communication skills in English.
•    Working knowledge of Polish. Knowledge of other OSCE official language is an asset.

Remuneration Package:

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 56 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. 

How to apply:
If you wish to apply for this position, please use the 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 those applicants who are selected to participate in the subsequent stages of recruitment will be contacted.

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

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

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 

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

Additional Information
We do our best to provide you the most accurate info, but closing dates may be wrong on our site. Please check on the recruiting organization's page for the exact info. Candidates are responsible for complying with deadlines and are encouraged to submit applications well ahead.
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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