| Background |
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Under the overall guidance of the Chief of Fund Administration (CFA) and the direct supervision of the Procurement and Materials Management Officer (PMMO), the incumbent will be responsible for the coordination and execution of procurement services in OSCE Proramme Office in Bishkek (POiB) ensuring their effectiveness and transparency. This involves conducting complex and high value tenders and market researches, supporting the coordination of work of the procurement buyers, procurement planning and procurement development activities as well as approval of contract and Purchase Orders up to the delegated approval authority. The incumbent plays an active role in identification of upcoming major procurement needs, organization of complex acquisitions in the office. The National Procurement Officer promotes a collaborative, client-focused, quality and results-oriented approach in the Unit.
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| Tasks and Responsibilities |
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Under direct supervision and guidance of the PMMO the incumbent will be a member of the Fund Administration Unit (FAU) team in the Programme Office in Bishkek and will be assigned to perform the following:
Prepares and conducts tenders and market researches:
- Provides support and advice in preparation of the Terms of Reference for various complex acquisitions;
- Conducts tendering processes, mainly for the award of Local Window Contracts (LWCs) and other complex purchases;
- Compiles comparative tables to analyze financial aspects of bids; drafts summaries of evaluation and reports from tendering processes;
- Presents for approval evaluation summaries and Statements of Award as per applicable OSCE procurement and Contracting rules and regulations. Prepares and presents award recommendations to the FMMC;
- Negotiates with suppliers the terms of purchases and recommends the course of action to the PMMO and CFA;
- Conducts market research and screens suppliers, ensuring they meet OSCE requirements;
- Undertakes supplier visits, inspects vendor facilities and equipment, conducts due diligence;
Coordinates daily procurement activities and execution of procurement services:
- Supports the PMMO in distribution and follow up on of procurement tasks among procurement buyers;
- Supports in daily co-ordination and evaluates the work of one Senior Procurement Assistant (G6) and two Procurement Assistants (G5);
- Clears tender documents prepared by Procurement Assistants in co-ordination with the requesting unit when required and submits them for approval of PMMO/CFA;
- Ensures proper application of procurement procedures; informs mission members of these procedures and verifies that they have been complied with;
- Answers queries from requestors on the status of acquisitions; monitors the performance of suppliers until delivery of goods to the Mission warehouse, ensures contractual obligations under the Mission's contracts are consistently met;
- Supports during section’s co-ordination meetings with the aim to organize activities in line with the workload and timelines;
Prepares contracts and is responsible for contract management and administration:
- Draws up contracts and contract amendments in accordance with OSCE forms and templates; insures timely evaluation and extension of LWCs. Follows up on disputes of a non-legal nature with local vendors (adherence to contractual commitments, technical specifications, deadlines and price quotations);
Prepares procurement plans and proposes procurement development activities:
- Prepares procurement reports and statistics analysis for the PMMO and CFA;
- Supports the PMMO in identification of upcoming major procurement needs required by the Mission and proposes appropriate procurement strategies;
- Delivers training and presentations to Mission personnel on purpose, activities and performance of the Procurement Unit when requested;
- Identifies and proposes ways of improvement of internal controls in the area of procurement;
Approves purchase orders up to a delegated authority and recommends authorization of purchase orders and contracts, reviews and makes recommendations regarding the use of Sole-source contracting and Exception Request procurement cases:
- Approves contracts and purchase orders up to a delegated approval authority granted by the Financial Controller;
- Reviews and evaluates requests for the use of sole-source and/or exigency procurement, prepares justifications for waivers of normal bidding procedure and makes recommendations in line with the relevant provisions of the CRMS.
Replaces PMMO when absent;
Performs other duties as assigned.
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| Necessary Qualifications |
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- Bachelor's degree in business administration, commerce, supply chain management, economics, law or related field, supplemented by additional courses in Procurement/Supply/Logistics. Availability of CIPS Advanced Certificate in Public Procurement would be an asset;
- Minimum two years of relevant experience in procurement or contracts administration, preferably acquired in an international organization or a mission environment;
- Familiarity with purchasing opportunities in the duty station area and with local procurement practices; ability to negotiate with local vendors;
- Familiarity with contract management and administration approaches;
- High level of integrity to avoid bias in the evaluation of tenders and in negotiations with vendors/service providers;
- PC literate with practical experience with Microsoft packages. Practical experience in using Business Enterprise Applications such as Oracle or SAP is desirable;
- Excellent written and oral communication skills in English and in local languages.
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| Required competencies |
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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
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| Remuneration Package |
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Monthly remuneration, subject to social security deductions is 1519.83 Euro/month. Social benefits will include OSCE 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.
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| How To Apply |
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If you wish to apply for this position, please use the OSCE's online application link found under https://jobs.osce.org. 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. Please note that the vacancy is open for competition only amongst individuals with actual citizenship of the Kyrgyz Republic. The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, religious, ethnic and social backgrounds to apply to become a part of the organization.
Please note that in the event of invitation for interview/test, the OSCE is unable to reimburse costs incurred.
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