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National Procurement Officer (NP1)

Tur | Ashgabat

  • Organization: OSCE - Organization for Security and Co-operation in Europe
  • Location: Tur | Ashgabat
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Procurement
  • Closing Date: Closed

Background:


The Procurement Officer provides services on procurement issues and processes to the Centre’s Chief of Fund Administration, the Project Manager and the National Project Officer for the procurement of goods and services required by the extrabudgetrary project “Strengthening Border Service Capacities in Turkmenistan”, in accordance with OSCE Financial Regulations and Rules, established procurement policies and procedures and relevant administrative instructions. Under the general guidance and direction of the Centre’s Chief of Fund Administration, the Procurement Officer will be responsible for the development of Terms of Reference or specifications for various goods required for the project to achieve its objectives. The incumbent provides technical expertise in developing the Terms of Reference and specifications documents and renders the support during the technical evaluation process as part of the procurement process in accordance with FAI 6 and other applicable instructions to ensure full compliance with the OSCE Common Regulatory System. When necessary, she/he will interpret OSCE relevant policy and document instructions such as Financial/Administrative Instruction 6 on Procurement and Contracting and advise the Project Manager and the National Project Officer accordingly, providing answers and solutions to procurement related questions and issues.


Tasks and Responsibilities:


Under the overall supervision of the CFA the incumbent will be responsible for:
 

Procurement                                                               

•    Ensures the provision of efficient and timely procurement of goods, services and works to the Centre’s extra-budgetary project in accordance with the OSCE procurement rules and procedures and its virtual and field activities, whilst applying a results-oriented approach, and maintaining audit-compliant records;
•    Plans, develops and manages all procurement aspects of significant complexity related to procurement of diverse services and goods, taking into account local economic and other conditions;
•    Advises the Project Manager and the National Project Officer on the full range of procurement  issues, providing support and guidance at all stages of the procurement cycle;
•    In line with the Project Proposal and Budget, the incumbent supports the Project Manager and the National Project Officer in timely procuring alpine, scuba, and parachuting equipment; modern border surveillance devices; Personal Protective Equipment; a horse transportation vehicle; an off-road ambulance; a mobile X-Ray medical vehicle and a disinfection vehicle. 
•    The incumbent regularly consults with the Secretariat’s Procurement and Contracting Unit on complex procurement matters and seeks approval from Fund Materials Management Committee (FMMC) for “sensitive” and high-value goods as specified in the table “Contract Award Approval Authority for the OSCE” of the FAI 6.
•    Designs innovative solutions to resolve issues for complex procurement-related activities;
•    Reviews procurement requests to ensure specifications and Terms of Reference (ToRs) are generic, complete and comprehensive, and seeking clarifications if required; liaise  with the Project Manager and the National Project Officer on outstanding issues and provide feedback on progress made in the procurement process;
•    Prepares/oversees preparation and distribution of invitations to tender and manage/conduct all aspects of bid/proposal evaluations; ensuring that tender evaluation criteria are adequate and established prior to the release of the tender; review technical evaluation reports for completeness and compliance with the pre-established evaluation criteria; perform financial evaluations based on the principle of best value for money; perform risk management for procurement process overall and contracts/agreements;
•    Establishes and maintains work plan and schedule for ongoing contracts and newly-planned ones;
•    Prepares/submits relevant documents to the Fund Materials Management Committees for review and subsequent approval; present procurement cases at Secretariat FMMC and OMMC meetings.
•    Updates a project procurement plan, regularly calculating realistic lead times; follow-ups on timely initiation of related procurement actions (i.e. submission of specifications/ToRs and purchase requisitions);
•    Conducts market research to keep abreast of market developments; researches and analyzes statistical data and market reports on goods and services relevant to the project; P.148 (9-90)- Page
•    Prepares Purchase Orders (PO) in IRMA (iProcurement - the OSCE Procurement Platform), submits them for approval to the relevant authority and sends them to suppliers for signature;
•    Maintains contract database, processes renewal or termination and retendering. Manages the Purchase Order filing system. Conducts and administers supplier evaluation reports;  
•    Takes initiative in undertaking relevant technical research in order to develop clear and high-quality and/or terms of reference by liaising with procurement specialists and national counterparts, and identifying potential suppliers of goods and services;  
•    Obtains price offers from contractors and places POs for goods and services within existing Local Window Contracts. Places Blanket Releases for purchasing of goods within established Corporate Window Contracts; handles Informal Price Solicitation procedures: obtains competitive quotations from vendors;
•    Analyses responses to technical specifications, communicates with vendors on additional information if/when necessary and makes price comparisons of the offers; makes necessary records and documentation to properly keep procurement files;
•    Conducts Requests for Quotation (RFQ) procedures: prepares and issues Request for Quotation Forms and other related documents;
•    Coordinates and checks the Due Diligence Procedure in accordance with FAI15, before the due diligence documents are submitted to the CFA for signature;
•    Ensures consistent value for money spent and consistent level of service to the department when required, checks contractual terms/conditions and participates in negotiations with potential suppliers and vendors; Participates in market research for new types of available services, goods and works; 
•    Assists in preparation of “Invitation to Bid”, “Request for Proposal” and “Prequalification Notice”, prepares “Notices of Award/Rejection”, assists in and contributes to the evaluation of bids/proposals and preparation of the “Evaluation Report” while maintaining integrity, impartiality and objectivity.
•    Participates at the recruitment processes for the positions of consultants related to complex procurement as selection board member.

Asset Management                                                           

•    Ensures that the donation of OSCE assets to the project beneficiaries is carried out in line with the OSCE Assets Management for Goods and Services, FAI#7 “Asset Management” and the applicable national legislation of Turkmenistan. 
•    Supporting the CFA on the day-to-day management of the vehicle/s under the possession of Extrabudgetary Project, managing maintenance and ensuring accurate vehicle records.
•    Assisting with regular physical verifications and annual inventories of the project assets;
•    Organize and control the office/training site renovation works envisaged under extra-budgetary project.
•    Initiates and performs customs clearances of goods delivered to the ExB project, collects all shipping documentation (AWB, invoices etc.), in coordination with the broker, prepares all necessary official documentation in order to enable shipment and customs clearance for imported goods in a timely manner by getting required licences and permits from corresponding Ministries, Services and/or entities.
•    Performing other duties as assigned.


For more detailed information on the structure and work of the OSCE Centre in Ashgabat, please see: https://vacancies.osce.org/jobs/national-professional-np1-np3-884 


Necessary Qualifications:


Level and FIELD OF STUDY of university or equivalent training; and the degree of specialization required:
•    University degree in the area of general administration or similar; additional courses or training on procurement, asset management, IT, commerce, law, business administration, logistics management or related field. 
•    Length and type of practical experience required at the national, and if so required, at the international level
•    Minimum 2 years of working experience in the field of procurement. 
•    Computer literate with practical experience with Microsoft applications.

 Language(s) proficiency required: 


Excellent written and spoken communication skills in English and local languages.


Remuneration Package:


Monthly remuneration, subject to social security deduction, is EUR 1,646 (12 times a year). OSCE salaries are exempt from taxation in Turkmenistan. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund.
 


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 Turkmenistan.

 

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
This vacancy is now closed.
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