Procurement and Contracting Officer (P3)

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 Rules and Financial Administrative Instructions. DMF consists of Budget and Finance Services, Mission Support Section, Information and Communication Technology Section and the Information Security and Co-ordination Unit.  

Mission Support Section (MSS) provides the working framework for OSCE's procurement and contracting assets, logistics, transport, travel and facilities management activities. It also acts as the 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, as Procurement and Contracting Officer, you will perform the following functions:

1. Planning, developing and managing all aspects of procurement and contract projects of significant complexity related to worldwide procurement of diverse services and commodities, while taking into account local economic and other conditions;
2. Advising requisitioning units and recipient entities on the full range of procurement and commercial contracting issues, reviewing Review procurement requests to ensure completeness and adequacy of specifications and providing support and guidance at all stages of the procurement cycle and the commercial contract drafting or implementing phases;
3. Preparing and distributing invitations to tender and following-up on the replies; evaluating quotations and selecting, or recommending the selection of most suitable suppliers; developing and formulating strategies and plans for complex and intricate procurement cases; ensuring appropriate risk mitigation measures are in place; liaising with managers on outstanding issues and providing feedback on progress made in the procurement process;
4. Providing the required procedural/procurement related support to Evaluation Committees during the different phases of the evaluation;
5. Participating in negotiations with representatives of suppliers; signing purchase orders up to the authorized value, preparing and if necessary, holding case presentations for submission to the Materials Management Committees;
6. Managing the contracting elements of procurement operations for the OSCE Secretariat Fund; drafting, negotiating and concluding contracts for the supply goods and services; and obtaining clearance from the Office of the Legal Affairs as required;
7. Providing advice on commercial contractual issues (rights and obligations) to management and procurement staff at the Secretariat and in field operations; identifying gaps and weaknesses from a contracting point of view in contracting operations and making proposals for improvement;
8. Co-ordinating and supervising the contract database: establishing and maintaining work programme and schedules for on-going and newly planned contracts; monitoring contract expiry dates, contractor performance reporting and timely extension or re-tendering of contracts and initiating appropriate action; processing contract extensions, amendments, and terminations as applicable;
9. Overseeing adherence to contractual agreements, recommending amendment or extension of contracts and advising all concerned parties on contractual rights and obligations;
10. Participating in the continuous adaptation and amendment of contract templates and forms, in close consultation with the Chief PCU and Office of Legal Affairs; periodically examining contracting practices and procedures of other international organizations, and recommending areas for improvement;
11. Providing required support to project managers/business owners for contract management issues, providing support in monitoring/checking contracts implementation and initiating necessary steps for the contract renewal or extension (deadlines, budget implementation) and maintaining working contacts and official correspondence with service providers, suppliers and other contractors;
12. Ensuring continuous quality assurance with service providers, suppliers, and contractors;
13. Establishing and maintaining records of local laws (e.g. VAT exemption/reimbursement, obligatory language for contracts, currency, etc.) which have an impact on procurement activities in the countries where the OSCE operates;
14. Within the framework of PCU's organization-wide capacity building program, preparing and delivering occasional trainings on procurement and contracting issues to programmatic or procurement staff from field operations (providing best practices, sound financial management and knowledge-sharing in the field of procurement and commercial contract management across the Organization);
15. Performing other related duties as required.

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

Necessary Qualifications:

• First-level university degree in law, preferably with specialization in commercial law with additional training or a certification in procurement. Alternatively, a first-level university degree in procurement, supply chain or related field with a certification in law, relevant to the post;
• A minimum of six years progressively responsible professional experience in both procurement and contracting operations, including the regular review of commercial contracts;
• Experience and familiarity with the procurement policies and procedures of other international organizations is an asset;
• Excellent oral and written communication skills in English; knowledge of Russian or another official OSCE language is an advantage;
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
• Ability to establish and maintain effective working relations with people of different national and cultural backgrounds whilst maintaining impartiality and objectivity;
• Computer literacy with practical experience with Microsoft applications.

Remuneration Package:

Monthly remuneration is around EUR 7,000, with the actual monthly salary depending on post adjustment and 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. Other allowances and benefits are similar to those offered under the United Nations Common System.

Please note that 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.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

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