15 June 2020
- 23:59 Central European Time (CET/CEST)
The incumbent is assigned to the Fund Administration Unit of the OSCE Programme Office in Bishkek and performs duties of the Senior Procurement Assistant, the post being under direct supervision of the Procurement and Materials Management Officer.
Tasks and Responsibilities
Under the supervision of the Procurement and Materials Management Officer, the incumbent is responsible for performing the following duties:
1. Tenders and offers:
a. Initiates procurement of goods/work/services required by the Mission, ensuring its compliance with related OSCE regulations. Reviews Terms of Reference prepared by the Mission's Sections/Units. Prepares and issues tender documents (RfQ, RfP, ItB) for framework contracts and complex purchases;
b. Participates to opening and evaluation of bids, acts as secretary to the Evaluation Committee. Processes the administrative and financial evaluation of received offers. Forwards documents to programme managers for review and comments, sends recommendations to Chief of Fund Administration (CFA) for signature and prepares reports. Prepares and presents award recommendations to the Fund Materials Management Committee. Finalises procurement processes with drafting of vendor contracts and submitting them for approval to the supervisor;
c. Ensures consistent value for money spend and consistent level of service to the departments. Participates in negotiations with vendors. Liaises between vendors and the Mission's departments;
d. Advises programme staff on procurement policies and procedures and ensures that all procurement actions are conducted in accordance with the OSCE rules and regulations. Provides support to higher authority in planning activities and prioritization of tasks, follows up on framework contract implementation and vendor performance.
a. Prepares Purchase Orders (PO), submits them for approval to the relevant authority and sends them to suppliers for signature;
b. Conducts follow up on orders with suppliers to expedite timely delivery of the goods/services ordered. Takes actions with suppliers to resolve claims from requesting departments regarding quality/quantity of goods/services supplied;
c. Conducts PO closing procedure in Oracle throughout the year and in the year-end closure procedure.
a. Conducts market research for new types of available services and goods. Takes initiative in identifying potential suppliers of goods and services;
b. Maintains relevant product and supplier catalogues, monitors local advertisements and identifies emerging companies and products. Maintains and updates the supplier database.
4. Contracts and Lease Agreements:
a. Drafts short and framework Contracts as well as Lease Agreements for Mission's premise and submits them to higher authority for approval;
b. Maintains contract database, processes renewal or termination and re-tendering. Manages the contracts filing system. Conducts and administers supplier evaluation reports.
5. Reporting - Prepares statistical reports and analysis, to monitor and improve cost effectives of procurement planning and activities.
Completed Secondary education supplemented by commercial courses and courses on purchasing techniques;
Minimum 6 years of working experience in the field of procurement/supplies or in other related areas, part of which should preferably have been in an international environment;
Certification in Procurement and Supply Operations similar to CIPS Level 2 would be an asset;
Computer literate with practical experience in Microsoft packages;
Knowledge of international ERP systems such as Oracle or SAP would be an asset;
Excellent written and oral communication skills in English, Russian and local language;
Ability to work with people of different nationalities, religions or cultural backgrounds.
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
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
Monthly remuneration, subject to social security deductions is 959.66 Euro/month. Social benefits will include Organization for Security and Co-operation in Europe 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.
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. 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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