Procurement Assistant
Alert
Vacancy
| Background | ||
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The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Procurement Assistant with its main Office in Kyiv. The OSCE is committed to achieving a better balance of women and men within the Organization.
Initial duration of appointment is for 12 months, subject to a subsequent OSCE Permanent Council Decision to extend the mandate of the Mission.
All qualified applicants are strongly encouraged to apply online, using the OSCE online application link http://www.osce.org/employment/.
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.
For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see https://www.osce.org/special-monitoring-mission-to-ukraine.
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| Tasks and Responsibilities | ||
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Procurement Assistant is responsible for procurement of goods and services for all Mission's Sections/Units and field offices, and works under the supervision of National Procurement Officer:
- Assists in purchase of goods and services and in review of Terms of Reference prepared by the Mission's Sections/Units. Prepares and issues tender documents (RfQ, RfP, ItB). Processes the administrative and financial evaluation of received offers. Finalizes procurement processes with drafting of vendor contracts and submitting them for approval to the supervisor. Ensure consistent value for money spent and consistent level of service to the departments when required Participates in negotiations with vendors. Liaises between vendors and the Mission's departments. Advises programme staff on procurement policies and procedures and ensures that all procurement actions are conducted in accordance with the OSCE rules and regulations;
- Prepares Purchase Orders (PO), submits them for approval to the relevant authority and sends them to suppliers for signature. Follows up on orders with suppliers to expedite timely delivery of the goods/services ordered. Maintains contract database, processes renewal or termination and re-tendering. Manages the Purchase Order filing system. Conducts and administers supplier evaluation reports. Conducts PO closing procedure in Oracle throughout the year and in the year-end closure procedure;
- Participates in market research for new types of available services and goods. Takes initiative in identifying potential suppliers of goods and services. Contributes to the maintenance of relevant product and supplier catalogues, monitors local advertisements and identifies emerging companies and products. Maintains and updates supplier database;
- Assists in drafting short and framework Contracts and Lease Agreements for SMM premises and submits them to higher authority for approval;
- Prepares statistical reports and analysis, to monitor and improve cost effectives of procurement planning and activities;
- Performs other duties as required. |
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| Necessary Qualifications | ||
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- Ukrainian citizenship or holding permanent resident status in Ukraine; - Completed secondary education supplemented by formal studies or trainings and/or courses on procurement, administration or accountancy; - Minimum 4 years of experience in the purchasing field, preferably with experience in an international environment; - Established knowledge of procurement procedures; - Professional fluency in English, Russian and Ukrainian languages, excellent written and oral communication skills in the mentioned languages; - Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity; - Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities; - Cultural sensitivity and judgment; - Computer literate with practical experience in Microsoft packages; - Knowledge of international ERP systems such as Oracle or SAP would be an asset; - Flexibility and ability to work under pressure and with limited time frames; - Cultural sensitivity and judgment. |
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| Required competencies | ||
Core values
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| Remuneration Package | ||
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Monthly remuneration, subject to social security deductions is 1029.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and social security / 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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For more details please visit the OSCE website employment section at http://www.osce.org/employment/. All qualified applicants are strongly encouraged to apply online, using the OSCE online application link.
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.
The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.
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. |