Procurement Assistant

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Archived vacancy details

The following information is provided for archival purpose only.

Issued by: OSCE Office for Democratic Institutions and Human Rights
Vacancy number: VNODIG00817
Vacancy type: Local Contracted
Field of expertise: Procurement
Grade: G5
Duty station: Warsaw
Date of issue: 27 August 2020
Deadline for application: 17 September 2020 - 23:59 Central European Time (CET/CEST)

Background:

		This is an extra-budgetary position. The initial contract will be issued for a period of one year, with a possibility of extension subject to availability of extra-budgetary funds. The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis. The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR’s assistance projects and other activities are implemented in participating States in accordance with ODIHR’s mandate. The Procurement Unit (PU) is a part of Common Services Department of the Office for Democratic Institutions and Human Rights (ODIHR). The objective of the PU is to provide quality support service to ODIHR Programmatic Departments in the field of procurement of goods, services and works, asset management and travel management services. The PU also plays one of main roles in supporting ODIHR field operations (mainly Election Observation Activities) by delivering respective support services on spot by designated PCAU staff. The Procurement Assistant reports to Procurement Officer and on daily bases identifies priorities to be addressed in the interest of the Office. The incumbent is dedicating 50% of his/her working time to Words into Action Extra Budgetary (ExB) Project, and remaining 50% to other projects.

Tasks and Responsibilities:

		The work of the Procurement Assistant will include the following tasks: 1. Ensuring that purchase of goods, services and works are managed in efficient and quality manner, by executing procurement assignments (low and medium complexity) in line with the OSCE rules and regulations and best business practices, advising and supporting internal clients with design of Terms of References, Technical Specifications and Scope of Works, timely initiating of procurement processes, coordinating the evaluation process, maintaining the appropriate procurement file, recommending the contract award and presenting the case for approval to the relevant authority; 2. Supporting quality contract management by supporting negotiating terms and conditions with suppliers and drafting contracts for approval and signature, coordinating contract management, administering contractors’ performance evaluation and contract extensions/ amendments, attending meetings to discuss performance issues or contract disputes; 3. Ensuring up-to date information on conference management market is available by conducting regular market research on best offers available, new business practices and new conference venues in Warsaw and other locations of ODIHR interest; 4. Registering new suppliers in Oracle system; 5. Performing other duties as necessary. For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.

Necessary Qualifications:

		- Completed secondary education. Specialized training in procurement and contracts management would be an asset; - Minimum of four years of relevant working experience in the field of procurement, supply chain or contract management. Experience in conference management would be an asset; - Computer literacy and practical experience with standard Microsoft software packages (Microsoft Word Excel and Power Point); - Practical knowledge of an ERP system. Experience with ORACLE would be an asset; - Excellent written and oral communication skills in English. Working level knowledge of Polish is desirable. Knowledge of other OSCE languages would be an asset; - Demonstrated gender awareness and sensitivity and an ability to integrate a gender perspective into tasks and activities; - Ability to work with people of different nationalities, religions and cultural backgrounds.

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 approximately PLN 6.900. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 52 Euro) and 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%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees. Appointments are 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://jobs.osce.org/vacancies. 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. Only shortlisted applicants will be contacted. 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 vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. Please be aware that the OSCE does not request payment at any stage of the application and review process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.