Procurement Clerk (Short Term)

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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: VNODIG00730
Vacancy type: Local Contracted
Field of expertise: Administration and Support
Grade: G3
Duty station: Warsaw
Date of issue: 9 October 2018
Deadline for application: 22 October 2018 - 23:59 Central European Time (CET/CEST)

Background:

		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 Office requires the services of a Short Term Procurement Clerk on the full-time basis for the period of 6 months, with a possibility of extension for another 6 months.

Tasks and Responsibilities:

		The Procurement Clerk will, under the supervision of the Procurement Officer, support the staff of the Common Services/Procurement Unit in registering suppliers, filing procurement related documentation, performing repetitive administrative duties and tasks. The work will include the following tasks: Collecting the documentation relevant to suppliers entry (individual suppliers and companies); Processing Supplier Registration Forms (SRFs) by reviewing data from the form and support documentation for accuracy. In case of deficiencies, resolving discrepancies by using standard procedures or returning incomplete documents to the ODIHR staff requesting registration of new Supplier for resolution; Registering new suppliers in ORACLE system and attaches all relevant documentations as per established guidelines; Performing self-verification of entered SRF data by reviewing, correcting, deleting, or re-entering data. Following up approval process and keeping a record for delays, errors, timelines; Managing the suppliers’ database and protecting confidentiality of the information; Filing procurement related documentation; Contributing to team effort by accomplishing related results as needed; Performing repetitive administrative duties and tasks and carrying out any other duties as required by the supervisor.

Necessary Qualifications:

		Completed secondary education. Relevant technical training related to data entry would be desirable; At least 2 years of relevant experience in data entry functions and filing required; Advanced computer skills in word processing, spreadsheet and database software. Knowledge of Oracle or other ERP system is a distinct advantage; High attention to details, accuracy; Professional fluency in English; knowledge of other OSCE languages would be an asset; Familiarity of Cyrillic is desirable; Initiative and sound judgement. Ability to work under time pressure and with tight deadlines; Experience of working in a multilateral/multicultural environment; Ability to establish and maintain effective work relations with different cultural and national backgrounds; Ability to be discreet and retain confidentiality.

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 5,100 PLN. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna International medical insurance scheme (current approximate deduction for a staff member is 44 Euro).

How To Apply:

		If you wish to apply for this position, please use the OSCE's online application link found under http://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. Only the OSCE on-line applications will be accepted and short-listed applicants contacted. Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see http://www.osce.org/states. 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. No application fees or information with respect to bank account details are required by OSCE for our recruitment process. Please note that in the event of invitation for interview, the OSCE is unable to reimburse costs incurred.