Procurement/Asset Management Assistant

Alert

You can not apply to this vacancy anymore.
Sorry, the application deadline for this vacancy has expired.

Check the list of current vacancies

Our field operations, institutions and units are constantly looking for talented profiles.

See our current vacancies
OSCE job notifications

Subscribe to our vacancy alerts and get notifications in your email box.

Subscribe to job notifications
Learn more about our work

From fixed term contracts to internships and a Junior Professional Officer programme, find out what fits you best.
More information

Archived vacancy details

The following information is provided for archival purpose only.

Issued by: Personal Representative of the OSCE Chairperson-in-Office on the conflict dealt with by the OSCE Minsk Conference
Vacancy number: VNNAKG00034
Vacancy type: Local Contracted
Grade: G4
Number of posts: 1
Duty station: , Tbilisi
Date of issue: 13 November 2017
Deadline for application: 5 December 2017 - 23:59 Central European Time (CET/CEST)
Date of entry on duty: 8 January 2018

Background

		The Office of the Personal Representative of the OSCE Chairperson-in-Office on the Conflict Dealt with by the OSCE Minsk Conference is looking for a highly qualified, motivated and experienced professional for the position of the Procurement and Asset Management Assistant in the Fund Administration Unit of the Office.

Tasks and Responsibilities

		Under the supervision of the Chief of Fund Administration, the incumbent performs the following duties: • Checking and maintaining stock of supplies and equipment required by the Office; Maintaining relevant databases and files; • Reviewing, recording and prioritizing procurement requests and purchase requisitions; Obtaining additional information where necessary; • Carrying out market comparative analysis; Assisting in the preparation of tenders; Drafting tender documents, including Technical Specifications/Terms of References based on the Office’s requirements; Distributing Requests for Quotation, Invitations to Bid, and Requests for Proposal; Collecting proposals; Researching, retrieving and presenting information on suppliers and vendors; Screening received Quotations, Bids and Proposals; • Making recommendations to the Chief of Fund Administration on selection of suppliers; Identifying suppliers and registering them both in the files and in the Oracle system; • Creating and maintaining Purchase Requisitions (PRs) and handling PR approval procedures; Preparing Purchase Orders (POs) and monitoring the procurement/supply flow; Managing relationships with suppliers to ensure timely delivery of goods and services; Verifying receipt and inspection of deliverables; • Managing shipment, receipt and registration of supplies and equipment, drafting documentation on import and export and helping with customs clearance; • Drafting procurement reports, supply reports and contracts; • Managing insurance of assets; • Keeping track of contracts and informing users of rights and obligations; Preparing/reviewing contracts with suppliers/vendors if required; • Carrying out procedures related to physical inventories for all non-expandable Office property when required; Updating in Oracle and co-ordinating with the OSCE Asset Management Unit the status of fixed assets; • Drafting documentation related to the disposal of assets; Maintaining Local Property Survey Board (LPSB) archives; Drafting LPSB reports and acting as a secretary of the Office’s LPSB Board; • Assisting with travel arrangements and ticketing; • Performing other related tasks as assigned.

Necessary Qualifications

		• Secondary education supplemented by commercial courses and courses on purchasing techniques, procurement or other type of training relevant to the job; • A minimum of three years’ relevant experience in procurement, part of which should preferably have been in an international environment; • Computer literate, including substantial experience of MS Office; familiarity with ORACLE and IRMA would be a distinct advantage; • Excellent communication skills in English, Georgian and Russian; • Ability to work with people of different nationalities, religious and cultural backgrounds; • Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into task; • Citizenship of Georgia.

Required competencies

		Core values Commitment: Actively contributes to achieving organizational goals Diversity: Respects others and values their diverse perspectives and contributions Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles Accountability: Takes responsibility for own action and delegated work Core competencies Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment Planning: Works towards the achievement of goals in a structured and measured manner Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions Initiative-taking: Proposes and initiates new ideas, activities and projects Flexibility: Responds positively and effectively to changing circumstances Managerial competencies (for positions with managerial responsibilities) Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Remuneration Package

		Monthly remuneration, subject to social security deductions, is 843 Euro/month (12 times a year). Social benefits will include OSCE participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Appointments are made at step 1 of the applicable OSCE salary scale.

How To Apply

		All qualified applicants are strongly encouraged to apply online, using the OSCE online application link https://jobs.osce.org/vacancies/ Please note that applications received after the deadline, submitted in different formats than the OSCE Application Form or in other languages than the English language will not be considered. Only short-listed candidates will be contacted. 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 the nomination of qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization. Applications from qualified female candidates are particularly encouraged. The shortlisted candidates will be invited for a written test and an interview on 8.12.2017. For more detailed information on the structure and work of the Office, please see http://www.osce.org/cio/andrzej-kasprzyk