National Procurement Officer (NP1)

Background:

The work of the Programme Office in Bishkek (POiB) focuses on a range of security issues: from countering terrorism, border security and transnational threats such as human trafficking, to developing the country’s regions, strengthening efforts to combat corruption on all levels, as well as supporting the reform of the justice sector, implementation of election reform, gender equality and building open and resilient societies.

The post is located in the Procurement and Materials Management section within the Fund Administration Unit (FAU) of the POiB. The Procurement and Materials Management section is responsible for procurement activities, materials management, building maintenance and transportation. The section’s activities include implementing internal control systems to ensure proper transparency and accountability as well as cost efficiency in materials management operations and risk assessment exercises to ensure proactive and efficient mitigation of possible risks in material management. The section provides all services and functions, covering the support and guidance on procurement processes and the procurement of goods and services required by the POiB in accordance with OSCE Financial Regulations and Rules, established procurement policies and procedures, and relevant administrative instructions.

Main Purpose:

1. Implement procurement and purchasing processes in the POiB by performing a variety of operational and technical activities fundamental to organizing, planning, and coordinating all procurement-related matters. This includes managing all procurement in the POiB, overseeing the work of procurement section mission members, and providing guidance to programme mission members on procurement planning and execution.
2. Working with limited supervision and substantial independence, the National Procurement Officer provides technical advice on procurement modalities, plans and reviews procurement procedures implemented and responds to program mission members’ queries on procurement and purchasing matters.

Work Relationships:

1. The National Procurement Officer reports directly to the Procurement and Materials Management Officer (PMMO), while the Chief of Fund Administration (CFA) acts as a second-level supervisor. The National Procurement Officer directly supervises Procurement Associates (G6) and Procurement Assistants (G5), distributing workload, managing performance, and guiding development.
2. Internal contacts are mainly within the Procurement section to ensure co-ordination and support for the procurement of goods and services under Corporate Window Contracts (LWC); with FAU, Office of Head of Mission (OHoM) and other departments of POiB for information exchange and advisory on procurement management issues, or to obtain additional technical details on Purchase Requests submitted. External contacts are with auditors for the provision of information and clarification regarding business processes, internal controls and risk management; with local and international vendors and contractors to obtain information on current and new product ranges, services available, preliminary price quotations, to request additional information on bids submitted, to clarify conditions of purchase and terms of payment, to review details included in the “scope of works” or to negotiate contract terms. Additionally, external contacts are with counterparts in International Organizations and NGOs to exchange information on sources of procurement and conditions of purchase.

Key Functions and Results:

1. Coordinates daily procurement activities and execution of procurement services; supports the PMMO in distribution and follow-up on procurement tasks among Procurement section buyers; coordinates the work of Procurement section mission members; reviews tender documents prepared by Procurement Assistants in co-ordination with the requesting department when required and submits them for the approval of PMMO/CFA; monitors the performance of suppliers ensuring the contractual obligations under the POiB's contracts are consistently met;
2. Prepares and conducts complex tenders and market research; presents for approval evaluation summaries and Statements of Award; prepares and presents award recommendations to the Fund Material Management Committee (FMMC); undertakes supplier visits, inspects vendor facilities and equipment, conducts due diligence;
3. Responsible for contract management and administration; drafts contracts and contract amendments in accordance with OSCE forms and templates; ensures timely evaluation and extension of LWCs;
4. Prepares procurement plans, reports and proposes procurement development activities; supports the PMMO in the identification of upcoming major procurement needs required by the POiB and proposes appropriate procurement strategies; delivers training and presentations to the mission members on purpose, activities and performance of the Procurement section when requested;
5. Approves purchase orders up to a delegated authority; recommends authorization of purchase orders and contracts, reviews and makes recommendations regarding the use of Sole Source Contracting and procurement-related Exception Request;
6. Replaces PMMO during his/her absence by taking over all duties and responsibilities up to the delegated level. 

For more detailed information on the structure and work of the OSCE Programme Office in Bishkek, please see: https://www.osce.org/programme-office-in-bishkek.

Necessary Qualifications:

• Bachelor's degree in business administration, commerce, supply chain management, economics, law, project management or related field;
• Certified courses in procurement management, supply chain management or logistics would be an asset; 
• CIPS Advanced Certificate in Public Procurement is desirable;
• Minimum two years of relevant experience in procurement or contracts administration, part of which in an international organization; 
• Familiarity with local procurement practices and experience in negotiations with local vendors;
• Proven experience in contract management and administration of procurement processes;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint) and the Internet. Advanced knowledge of MS Excel and working with spreadsheets;
• Experience with Enterprise Resource Planning software (ORACLE, SAP);
• 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.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1569 Euro/month. Social benefits will include OSCE 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.

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.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.