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Personal Representative of the OSCE Chairperson-in-Office on the conflict dealt with by the OSCE Minsk Conference
Field of expertise
Administration and Support
Number of posts
Date of issue
28 January 2019
Deadline for application
4 March 2019
- 23:59 Central European Time (CET/CEST)
Procurement and Asset Management Assistant
Office of the OSCE Personal Representative of the OSCE Chairperson-in-Office on the Conflict Dealt with by the OSCE Minsk Conference
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 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;
Fleet management experience would be an asset;
Performing other related tasks as assigned.
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.
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.
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 shortlisted 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 08.03.2019.