Procurement Assistant (G5)

Background

The Support Programme for Ukraine (SPU) has been established in order to continue to support the Ukrainian Government’s reform efforts, provide a platform for continued Ukrainian efforts in implementing OSCE commitments.

This post is financed from the Extra Budgetary SPU project under the OSCE Conflict Prevention Centre (CPC) at the Secretariat (SEC). The SPU is planned to run until July 2025. The post is subject to the availability of funds, as well as an extension of the project duration.

Please note that this post is located in Kyiv, Ukraine.

Tasks and Responsibilities

Under the direct supervision of the Senior Procurement Associate and overall guidance of the Administrative Officer, the incumbent performs the following duties:

a) assists in and contributes to the planning and management of all procurement and contractual requirements related to the Programme;

b) performs procurement of goods, services and works required by the Programme, ensuring its compliance with related OSCE regulations, and executing relevant transactions in Oracle. Performs regular creation, closure and reconciliation of Purchase Orders (POs);

c) participates in market comparative analysis, identifies potential suppliers and verifies their reliability in accordance with the OSCE standards. Maintains vendors’ registration database ensuring all entries are properly documented and filed. Submits suppliers’ entry change forms as needed and required. Regularly liaises with current and potential suppliers in regards to various issues: acceptance and signing of POs, terms of payment and delivery of goods, services or works, warranty contracts and price schedules;

d) assists in preparation of and distributes Requests for Quotation (RFQ), Invitations to Bid (ITB), Requests for Proposal (RFP) and Invitations for Bid (IFB). Obtains competitive quotations, proposals and bids from bidders and handles the relevant procurement process on all stages. Makes analysis of the quotations and price comparison to determine the best value offers, prepares evaluation reports. Assists in preparation of other documents related to procurement procedures including, but not limited to clarification notes, declarations of impartiality and confidentiality forms, bid opening board minutes, sole-source contracting forms, draft exception reports and FMMC minutes, contractor performance evaluation forms, etc.;

e) contributes to identifying and prioritising the high value, recurring procurement requirements and conducting the relevant procurement procedures to conclude Local Window Contracts. Obtains price offers from contractors and places Purchase Orders for goods and services within established contracts;

f) drafts contracts/agreements with vendors after careful and extensive preparatory work in close consultation with Secretariat’s Legal Unit. Makes necessary records and documentation to properly keep and maintain procurement and contract files;

g) provides regular consultation and advice on procurement procedures for the Programme staff to ensure that all actions have been taken in accordance with the OSCE rules and regulations;

h) other administrative assignments (e.g. provision of ad-hoc reports and statistical information), as required, consistent with the level of the post;

i) performs other duties as required, including assistance in the assets management.

Necessary Qualifications:

• completed secondary education supplemented by commercial courses/courses on purchasing techniques or other type of training relevant to the job;
• minimum 4 years of working experience in the field of procurement, administration, contracting, logistics or other related areas, part of which should preferably have been in an international environment;
• experience in the use of IRMA/Oracle or another ERP system would be an asset;
• computer literacy with practical experience in Microsoft applications;
• excellent oral and written communication skills in English and Ukrainian.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is USD 1,586 as per the relevant OSCE salary scale; the salary payment is effected in EUR. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/.

The OSCE retains the discretion to re-advertise/re-post 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 those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see https://www.osce.org/participating-states.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all religious, ethnic and social backgrounds to apply to become a part of the Organization.

Candidates should be aware that OSCE officials shall conduct themselves at all times in a manner befitting the status of an international civil servant. This includes avoiding any action which may adversely reflect on the integrity, independence and impartiality of their position and function as officials of the OSCE. The OSCE is committed to applying the highest ethical standards in carrying out its mandate. For more information on the values set out in OSCE Competency Model, please see https://jobs.osce.org/resources/document/our-competency-model.

Please note that for this position the OSCE does not reimburse expenses such as travel in connection with interviews, tests, visas and relocation.

Please be aware that the OSCE does not request payment at any stage of the application and review process. Additional Information