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Supply Assistant


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Archived vacancy details

Issued by
OSCE Office for Democratic Institutions and Human Rights
Vacancy number
Vacancy type
Local Contracted
Field of expertise
Supply and Logistics
Number of posts
Duty station
Date of issue









The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. Among the ODIHR’s main fields of activity is election observation as well as a large number of assistance projects in the areas of democratic institution building, the rule of law and human rights.




Tasks and Responsibilities








Under the direct supervision of the Procurement Officer, the incumbent performs the following functions:

1. Running procurement activities for goods/services starting from internal order collection to the delivery of requested goods/services:

  • Investigating new suppliers (market research);
  • Drafting and sending out request for quotation to the suppliers;
  • Assessing offers;
  • Negotiating prices and contract conditions;
  • Providing recommendations to the Procurement Officer;
  • Creating orders in the system and sends them to the corresponding suppliers;
  • Coordinating deliveries and checks their completeness.

2. Coordinates demand and supply chain of office supplies:

  • Monitoring office demand for office supplies;
  • Placing orders against demand;
  • Receiving deliveries;
  • Coordinating the distribution of supplies inside the office.

3. Registering Suppliers in the system;


4. Assisting the Procurement Assistant in the maintenance of Asset Database:

  • Registering assets in the Asset Database;
  • Labelling equipment and furniture with bar codes and verifies inventory numbers;
  • Assisting the Procurement Assistant in the end year inventory check-up and regularly updates information on status of the ODIHR property;
  • In case of damage or theft of equipment initiating the writing off procedure;
  • Collecting all necessary documentation.

5. Logistical support for Election Observation Missions (EOM) and other filed activities:

  • Logging movable equipment (e.g. laptops and telephones) in and out of the country with the necessary records and documentation (prepares customs and shipping documentation);
  • Supervising the transfer and transport of that equipment to the field and its return to the office;
  • Liaising with couriers and cargo companies responsible for shipment the movable equipment. 

6. Follows up on delivery of procured goods and services;

7. Performing other duties as assigned by supervisor.




Necessary Qualifications








  • Completion of secondary education;
  • Four years of comparable working experience;
  • Computer literacy with practical experience with Microsoft applications
  • Very good knowledge of English as well as working knowledge of Polish is essential; knowledge of other OSCE official languages is desirable;
  • Good communication and negotiation skills;
  • Ability to organise the work and set up priorities, attention to details;
  • Ability to establish and maintain effective working relations with people of different national, ethnic and cultural backgrounds;
  • Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.




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 45 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








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.

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

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.



You can not apply to this vacancy anymore.
Sorry, the application deadline for this vacancy has expired.