Procurement Assistant (G5)

Background

The OSCE Support Programme for Ukraine (SPU) has been established in order to continue to support the Ukrainian Government’s reform efforts and to mitigate the increased risks to civilians caused by the war against the country. The objective of the SPU - and therefore of all its projects - is to support Ukraine across all three OSCE dimensions on the government’s reform efforts and on the evolving risks to civilians caused by the war, thus ensuring that the OSCE’s work conducted over the past three decades and in the future, continues to impact positively the institutions and people of Ukraine and that Ukraine’s comprehensive security is enhanced in line with the OSCE commitments.

The incumbent works in the Procurement Unit of the SPU and provides administrative support in overall operational process and implementing project activities within the SPU and the “Enhancing Co-ordinated and Analytical Approaches to Investigating Serious Crimes, Particularly Related to Missing Children” project in particular, including procurement of required goods, services and works.

The SPU is planned to run until 31 July 2025. The post extension is subject to the availability of funds, as well as an extension of the project duration.

Please note that the post is located in Kyiv, Ukraine. Alternative working arrangements are provisionally in place.

Tasks and Responsibilities 

The incumbent reports to the Senior Procurement Associate (G7), while Administrative Officer (P3) acts as the second-level supervisor. The incumbent performs the following duties:

1. Assisting in and contributing to the planning and management of all procurement and contractual requirements related to the project and the SPU.
2. Performing procurement of goods, services and works, ensuring its compliance with related OSCE regulations, and executing relevant transactions in Oracle. Performing regular creation, closure and reconciliation of Purchase Orders (POs).
3. Participating in market comparative analysis, identifying potential suppliers and verifying their reliability in accordance with the OSCE standards. Maintaining vendors’ registration database ensuring all entries are properly documented and filed. Submitting suppliers’ entry change forms as needed and required. Regularly liaising with current and potential suppliers in regards to various issues: acceptance and signing of POs, terms of payment and delivery of goods, services or works, warranty contracts and price schedules.
4. Assisting in preparation of and distributing Requests for Quotation (RFQ), Invitations to Bid (ITB), Requests for Proposal (RFP) and Invitations for Bid (IFB). Obtaining competitive quotations, proposals and bids from bidders and handles the relevant procurement process on all stages. Making analysis of the quotations and price comparison to determine the best value offers, preparing evaluation reports. Assisting in preparation of other documents related to procurement procedures including, but not limited to clarification notes, declarations of impartiality and confidentiality forms, bid opening board minutes, sole-source contracting forms, draft exception reports and FMMC minutes, contractor performance evaluation forms, etc.
5. Contributing to identifying and prioritising the high value, recurring procurement requirements and conducting the relevant procurement procedures to conclude Local Window Contracts (LWCs). Obtaining price offers from contractors and placing POs for goods and services within established LWCs.
6. Drafting contracts/agreements with vendors after careful and extensive preparatory work in close consultation with the Secretariat’s Legal Unit. Making necessary records and documentation to properly keep and maintain procurement and contract files.
7. Providing regular consultation and advice on procurement procedures for the SPU staff to ensure that all actions have been taken in accordance with the OSCE rules and regulations.
8. Performing other duties as required, including assistance in the assets management, provision of ad-hoc reports, statistical information, consistent with the level of the post.

Necessary Qualifications

• Completed secondary education, supplemented by specialized commercial courses/courses on purchasing techniques or other type of training relevant to the job.
• A minimum of five years of working experience in the field of procurement, administration, contracting, logistics or other related areas, part of which should preferably have been in an international environment.
• Ability to conduct research, collect and analyse information from a variety of sources.
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet.
• Experience in the use of IRMA/Oracle or any other ERP software would be an asset.
• Excellent oral and written communication skills in English and Ukrainian.   
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.
• Ability and willingness to work as a member of team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

Remuneration Package

Monthly remuneration, subject to social security deductions, is USD 1,641 as per the relevant OSCE salary scale; the salary payment is effected in EUR. Social benefits will include participation in Cigna medical insurance scheme and the 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%. 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.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise.

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.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.