Procurement/Assets Management Assistant (G5)
Nur-Sultan | Kaz
- Organization: OSCE - Organization for Security and Co-operation in Europe
- Location: Nur-Sultan | Kaz
- Grade: Administrative support - G-5, General Service - No need for Higher Education - Locally recruited position
- Administrative support
- Banking and Finance
- Closing Date: 2023-06-15
Please note that the vacancy is open for Kazakhstan nationals and permanent residents of Kazakhstan only.
The OSCE Programme Office in Astana is seeking a qualified candidate to fill the position of Procurement/Assets Management Assistant (G5, Step 1) for its Fund Administration Unit.
Tasks and Responsibilities:
Under the direct supervision of the Chief of Fund Administration the incumbent is responsible for management of procurement and logistics needs of the Programme Office, ensuring that sufficient resources are available at all times. The incumbent is responsible for ensuring that the procurement of goods and services is in line with the OSCE Common Regulatory Management System. Also is responsible for Assets Management of the Office. In addition the incumbent will act as the IT focal point for the mission.
- Planning all procurement and contractual aspects for the Programme Office, including participating in the preparation of tender and bidding process related to procurement of diverse services and commodities in accordance with the local legislation and OSCE procedures;
- Performing procurement of goods/services required by the Programme Office, ensuring its compliance with related OSCE regulations, executing the relevant transactions in Oracle, closing and reconciling regularly PO’s and PR’s;
- Carrying out market comparative analysis, distributing requests for quotations, obtaining competitive quotations from vendors, analyzing responses to determine best suited vendor, collecting proposals and contracts and handling other tendering procedures;
- Registering new suppliers, initiating Suppliers’ merge and other adjustment in the SCB handler’s module for the Programme Office;
- Frequently liaising with current and potential suppliers to clarify terms of payment and delivery of goods/services, warranty contracts, price agreements;
- Reviewing contracts with vendors for compliance with OSCE standards and checking if conditions are advantageous and proposing changes to the suppliers’ contract templates to the supervisor;
- Handling the project uploading in the system, providing the Programme Managers with the necessary information for Purchase requisitions; running Budget and Expenditure reports for Projects and providing Programme Managers with the necessary financial and budgetary information;
- Coordinating and checking the Due Diligence Procedure in accordance with FAI15, before the due diligence documents are submitted to the CFA for signature;
- Keeping a register of all Procurement Contracts and Implementing Partner Agreements, including information on the main contract, payment and reconciliation terms;
- Regularly consulting/training on iProcurement module and Project budgeting for Programme Managers and Programme Assistants to ensure that all actions have been taken in accordance with OSCE rules and regulations;
- Keeping procurement archives in paper form and in Doc.In; this includes the Implementing Partner Agreements, Due Diligence documents, Contracts, RFQ and Bidding documents and Exception Reports.
- Registering and maintaining the records of the Programme Office's assets (non-expendable and expandable) for organization in Oracle, while ensuring accuracy and correctness of the OSCE standard item description, category, value and assignment of all assets to the employees;
- Conducting physical inventory of the office assets in both locations, reconciling and adjusting the assets database;
- Initiating and preparing FMMC requests and reports, maintaining FMMC archives, retires assets in Oracle in accordance with FMMC and CFA decisions; reconciling the annual assets report;
- Maintaining the bar coding system in the Programme Office;
- Assisting in ensuring optimal utilization of retired assets based on the FMMC decision by carrying out the decision, helping with the smooth and cost effective implementation of assets transfers in/out the Programme Office and between locations.
- Acting as focal point for the Outsourced ICT support for the Astana office and overseeing the coordination with the Outsourced ICT support for Almaty Liaison Office;
- Keeping the daily, weekly and monthly backup tapes from the Astana server in a fireproof safe;
- Ensuring that the "list of IT problems" finds a timely resolution and follow up by the Outsourced JCT support and that issues are dealt with within 24 hours;
- Ensuring timely maintenance and servicing of office ICT equipment is done;
- Ensuring efficient operation of the landline, GSM and satellite telephone, voice and data transmission systems in the office;
- Monitoring developments in the landline and GSM market and makes proposals to the CFA for switching of subscription plans to achieve greater savings for the Organization.
- Executing the Customs clearance for incoming goods, in accordance with the local legislation and OSCE procedures, providing optimal logistics support to the Programme Office; advising the necessary government authorities and the Mission's customs broker of the arrival of shipments to engage the relevant procedures;
- Following up on shipments from and to the Mission and ensuring timely delivery;
- Keeping a number of spare SIM cards for distribution to staff when on official duty trips outside the country and following up with billing issues and the recovery of private call costs from staff;
- Performing a bi-monthly check of the Satellite mobile phones, as per Security Plan setup.
- Performing other duties as required.
- Secondary education supplemented by formal training in commerce, accountancy, business administration. Professional Procurement Certification is desirable;
- Minimum 4 years of experience in commerce, stock management, ideally in international organization. Excellent knowledge of the local market and negotiation skills. Computer literate with practical experience with Microsoft applications or other EDP systems;
- Superior command of English and Russian and Kazakh (local) language;
- Organizational skills and ability to work independently with minimum supervision. Ability to work with people of different nationalities, religions and cultural backgrounds;
- Demonstrated gender awareness, sensitivity and an ability to introduce gender perspective into tasks and activities;
- Ability to work with people of different nationalities, religions and cultural backgrounds.
Monthly remuneration is EUR 1,211. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.
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 https://vacancies.osce.org/.
Please note that CVs and other applications submitted in different formats than the OSCE Application Form will not be reviewed. 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.
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.