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Senior Procurement/Asset Management Assistant (G6)

Warsaw

  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Warsaw
  • Grade: G-6, General Service - No need for Higher Education - Locally recruited position
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Banking and Finance
    • Logistics
    • Procurement
    • Supply Chain
  • Closing Date: 2022-08-22

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 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:

 

Under the direct supervision of the Procurement Officer, the incumbent is performing administrative tasks in support of the entire procurement process including assets management, contracts administration, acting as the focal point for the IRMA/ORACLE Material Management and Contracting module in the ODIHR, and in particular is responsible for the following functions: 


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);
c)    Conducting preliminary market research for the goods/services/works;
d)    Drafting tender documents, 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;
b)    Drafting contracts and agreements;
c)    Administering communication with contractors.

 

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.

 

4.    IRMA/Oracle ERP processes and procedures support: 
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.    Assets management:
a)    Creating, maintaining and updating the assets database;
b)    Coordinating the Supply Assistant’s daily tasks related to asset management;
c)    Verifying and preparing annual assets report;
d)    Preparing and carrying out assets disposal;
e)    Assisting in defining supply and asset management policies and practices.

 

6.    Other duties
a)    Updating and maintaining supplier database, 
b)    Conducting necessary administrative actions to ensure adequate start of the budget year start and closure;
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;
d)    Acting as Officer in Charge in the absence of Procurement Officer.

 

Necessary qualifications:

 

  • Completed secondary education,
  • Minimum six years of relevant working experience in the field of procurement, supply chain, contract management,
  • Practical experience with an ERP system,
  • Computer literacy with practical experience with Microsoft applications,
  • Excellent written and spoken communication skills in English,
  • Ability to work with people of different nationalities, religions and cultural backgrounds,
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.


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. 


    
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.


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 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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