Background:
Procurement Associate is assigned to the Fund Administration Unit of the POiB and provides comprehensive analyses, research, monitoring and support for procurement activities of the OSCE Programme Office in Bishkek and required activities within the rest of the country.
Tasks and Responsibilities:
Under the direct supervision of the Procurement / Materials Management Officer and general supervision of the Chief of Fund Administration the incumbent is responsible for performing the following duties:
Tenders and offers: 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; 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; 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; 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. Purchase: Prepares Purchase Orders (PO), submits them for approval to the relevant authority and sends them to suppliers for signature; 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; Conducts PO closing procedure in Oracle throughout the year and in the year-end closure procedure. Research: 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. Contracts and Lease Agreements: Drafts short and framework Contracts as well as Lease Agreements for Mission's premise and submits them to higher authority for approval; Maintains contract database, processes renewal or termination and re-tendering. Manages the contracts filing system. Conducts and administers supplier evaluation reports. Reporting - Prepares statistical reports and analysis, to monitor and improve cost effectives of procurement planning and activities. Performs other related duties as requested.For more detailed information on the structure and work of the OSCE POiB, please see:http://www.osce.org/programme-office-inbishkek
Necessary Qualifications:
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; For this vacant position, a relevant first-level university degree may be considered as a suitable for one year of working experience, a relevant advance university degree for two years of working experience; 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; Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities; Ability and willingness to work as a member of team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity; Computer literate with practical experience using Microsoft applications.
Remuneration Package:
Monthly remuneration, subject to social security deductions is 1048.25 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. At the discretion of the appointing authority a higher step may be approved up to a maximum of step 3 subject to specific conditions.
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
Issued by: OSCE Programme Office in Bishkek Requisition ID: KYR000084 Contract Type: Local Contracted Grade: G6 Job Level: General Services Job Type: Contracted Number of posts: 1 Location: KYR - OSCE Programme Office in Bishkek, Bishkek Issue Date: Jun 8, 2023 Closing Date: Jun 30, 2023 Employee Status: Fixed Term Schedule: Full-time Education Level: High School Diploma / (GED) Target Start Date: as soon as possible