Administrative and General Service Officer (S2)

General Minimum Requirements

The general minimum requirements for working with the OSCE are:

• Excellent physical condition
• Possession of a valid automobile driving license and ability to drive using manual transmission
• Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure 

Minimum requirements common to all administrative positions:

• Supervisory and management experience;
• Strong interpersonal, analytical and organizational skills;
• Good spoken and written communications skills.

Desirable

• Previous international field experience
• Leadership skills

Field of Expertise Requirements

The general minimum requirements for working in this field of expertise are: 

• Certification from a recognized professional procurement and supply institution, such as the Chartered Institute of Procurement & Supply (CIPS), at a minimum of Level (3 or 4) would be considered an asset;
• Knowledge and experience working with computerized procurement and asset management systems, including word processing, spreadsheets, and database software;

• Experience providing guidance to staff and advising management on materials management operations, inventory control, and supply chain-related risks.

   

Level of Professional Competence Requirements

Furthermore, this level of responsibility requires the following:

Education:

• First-level degree in logistics, business/public administration, engineering or related field. In the absence of a relevant university degree, relevant professional experience in logistics management and support may be accepted as a substitute, including areas such as procurement, mission management, inventory management, warehouse management, and related support functions.

Experience:

• Minimum of six years of progressively responsible professional experience in logistics, business/public administration, engineering or related field or proven experience in any discipline of logistics management and support, such as procurement, mission management, inventory or warehouse management and support;

• Experience in the use of computer applications, including word processing, spreadsheets, and database software;

• Strong analytical and problem-solving skills;

• Knowledge and experience in using enterprise materials management and ERP systems (e.g., SAP MM, Oracle Procurement/Inventory modules).

Mission Specific Requirements

Additionally, this particular post has specific requirements:

Mandatory:

• International mission members in the OSCE are internationally recruited. For the purposes of OSCE Missions (Field Operations) this means that they are hired to work in a duty station outside of their home country or country of permanent residence. As a result, nationals and permanent residents of the duty station are not eligible for international mission member positions. In the case of individuals with multiple nationalities, candidates are still ineligible for consideration even if using another citizenship for application while simultaneously maintaining the citizenship or permanent residence status of the country where the duty station is located;

• Proven experience in managing logistical operations, including building maintenance, fleet management and reporting, in compliance with established rules, regulations, and internal control systems;

• Experience supervising and guiding staff, including performance monitoring, workflow management, and capacity-building activities;

• Professional fluency in English (spoken and written);

• Ability to operate ERP systems and standard Windows applications, including Word processing and email;

• Cultural sensitivity and sound judgment;

• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;

• Demonstrated 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.

Desirable:

• Working knowledge of Russian;

• Previous experience in an international environment or operational missions;

• Experience using enterprise management systems such as Oracle, SAP, or equivalent;

• Experience of working in the Central Asian region and/or knowledge of the region.

Tasks and Responsibilities

Under the overall direction of the Head of Office and direct supervision of the Chief of Fund Administration (CFA), the Administrative and General Service Officer (S2) is responsible for:

1. Reviewing and formulating internal procedures under the direction of the Head of Office and CFA to improve mission resource management and streamline support services; advising senior management on the consistent application of material management and administrative policies and standards while identifying gaps and recommending improvements in line with OSCE Financial Regulations and national legislation;

2. Contributing to the preparation and formulation of budgets for logistics, transport, facilities, and administrative support services; monitoring and controlling funds allocated for these areas; ensuring efficient and compliant use of resources within approved budgets and OSCE Financial Regulations; and supporting the preparation of budget estimates for future financial periods;

3. Planning and managing the full procurement cycle for goods, services, and works; overseeing preparation of technical specifications, RFQs, ITBs, and procurement documentation; ensuring timely processing of PRs and POs in ORACLE; coordinating procurement activities with the Procurement Unit; and ensuring full compliance with OSCE rules, regulations, and procedures in all procurement and contracting processes;

4. Ensuring accurate registration, tracking, and reporting of all Office assets in the ORACLE Inventory Module; supervising physical inventory checks and annual stock verification; managing warehouse and storage operations, including control of general and spare parts inventories; maintaining accurate asset tracking and reconciliation systems; and ensuring proper recording, reporting, and optimization of all materials and supplies;

5. Ensuring effective logistics support for the Office, including coordination of procurement logistics and operational services; supervising management, maintenance, and repair of the vehicle fleet and generators; controlling fuel allocation and vehicle utilization; maintaining vehicle records and liaising with the OSCE Secretariat on transport and logistics matters; supervising travel operations including ticketing and visa arrangements; and overseeing maintenance, repair, and housekeeping of Office premises and facilities;

6. Supervising procurement, asset management, transport, travel, and facilities staff, including drivers, mechanics, cleaners, canteen staff, and handymen; assigning duties, monitoring performance, conducting evaluations, and identifying training needs; liaising with the OSCE Secretariat and internal units to ensure effective coordination of support services; and ensuring compliance with OSCE Financial Regulations, administrative instructions, and national legislation, while supporting reporting and accountability requirements.    

For more detailed information on the structure and work of the OSCE Programme Office in Dushanbe, please see: https://dushanbe.osce.org/. 

The OSCE is committed to diversity and inclusion within its workforce, and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds. Please note that nationals or permanent residents of the country of the duty station are not eligible to apply.

The OSCE retains the discretion to re-advertise/re-post the vacancy, to cancel the recruitment, 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.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts open for secondment, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

The OSCE is a non-career organization committed to the principle of staff rotation; therefore, the maximum period of service in this post or in the same Mission is seven years.

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.

Candidates should, prior to applying, verify with their respective nominating authority to which extent financial remuneration and/or benefit packages will be offered. 

If you wish to apply for this position, please use the OSCE's online application link found under https://vacancies.osce.org/. If your participating State does not provide the option to apply online for seconded positions, you are kindly requested to submit your offline application form available at https://jobs.osce.org/resources/document/offline-application-form to the respective OSCE delegation whose address can be found at https://www.osce.org/contacts/delegations.

Please apply to your relevant authorities well in advance of the deadline expiration to ensure timely processing of your application. Delayed nominations will not be considered. The OSCE can only process Secondment applications that have been nominated by participating States. For queries relating to your application, please refer to the respective delegation as listed here: https://www.osce.org/contacts/delegations. 

Please be aware that OSCE appointments are subject to medical clearance. 

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