Procurement Assistant (G5)

Background:

The post is located in the Mission’s Head Office in Sarajevo within the Procurement Unit, Material Resources Section of the Fund Administration Unit. The Procurement Unit comprises 7 Mission members (one NP2, one NP1 and five GS posts).

The main purpose of the job is to support the Procurement Unit in handling all aspects of local purchase, both direct and indirect, related to Mission UB and ExB activities. This includes ensuring efficient and timely provision of goods and services through low-value procurement requirements and Request for Quotation (RfQ) processes, as well as purchasing under Corporate Window Contract (CWC) or Local Window Contract (LWC). The incumbent acts as a primary contact for import/export of goods for official purposes and for the sale of OSCE assets and for the sale of OSCE assets upon approval of the local FMMC.

Tasks and Responsibilities:

Under the direct supervision of the National Procurement Officer (NP2), and the overall supervision of the Chief of General Services (P3), the successful candidate will be tasked with the following duties:

1. Preparing requests for offers and price quotations (RFQ), and assisting in the preparation of high value tenders (ITB) and requests for proposal (RFP); performing administrative examination and technical evaluation of the quotations received, analysing responses to determine least cost and best supplier; screening bids to identify any warning signs and proposing flagged bids for Procurement Officers risk mitigation action. Participating in negotiations with suppliers, drafting contract, assisting to establish Local Window Contracts (LWC), processing purchase orders (POs) based on purchase requests (PRs). Following up on POs with suppliers to ensure delivery terms are respected and signaling if any discrepancy appears or is foreseen; Approving POs up to the value delegated by CFA; Co-ordinating delivery and collection of goods with Asset Management team. Advising ExB programme staff and requesters on the development of the Terms of Reference (ToRs), specifications, suitability of products and services.

2. Administering contracts, including responsibility for amendments, reviewing, discrepancy and penalty issues if they arise. Monitoring post-order compliance and contract performance. Liaising between vendors and UB, ExB units and Mission departments. Preparing relevant documents for FMMC approval. Gathering, ordering and retaining procurement documentation related to the performed actions and liaising with the Contracts Management Assistant as necessary. Assisting the Procurement team to complete the annual contract evaluation in co-operation with the programme staff.

3. Conducting market research, screening and maintaining lists of pre-qualified potential suppliers that meet OSCE requirements. Providing updates of registered suppliers and requesting registration of new suppliers in ORACLE database and if warranted, suggesting exclusion of suppliers from the list.

4. Preparing documentation for import and/or export of goods, communicating with Customs office and Ministry of Foreign Affairs on the application of OSCE tax-free status, co-ordinating with freight forwarders;

5. Preparing documentation for the sale of written-off of assets, including publishing of advertisement, co-ordinating receipt and opening of bids, communicating with successful and unsuccessful bidders, drafting contracts, co-ordinating with Finance Office on issuance of
invoices and return of deposits, following up with Asset Management on handover.

6. Participating in administering and co-ordinating the year-end closure in the Mission and final PO closing procedures in Oracle as appropriate throughout the year. Preparing statistical data and periodical reports to management for consideration related to UB and ExB projects. Preparing and presenting information to Management related to procurement procedures, contract management issues, proposals or input on planning or policies.

7. Assisting the Procurement Officers in annual planning, forecasting the needs by co-ordinating with programme staff on annual plans.

For more detailed information on the structure and work of the OSCE Mission to Bosnia and Herzegovina, please see: https://www.osce.org/mission-to-bosnia-and-herzegovina.

Necessary Qualifications:

• Completed secondary school education supplemented by formal training in Commerce, public procurement and / or business administration;
• A minimum of five (5) years of procurement experience preferably in an international organization/environment; a university degree in a relevant field may be considered as a substitute for up to two years of working experience only to determine eligibility;
• Solid knowledge of public procurement policies and practices;
• Very good oral and written communication skills in English and local language(s);
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), and ORACLE/ERP applications package
• Valid driving licence;
• Ability to work independently and be proactive in completing tasks;
• Ability to work with people of different nationalities, religions and cultural backgrounds;
• Demonstrated gender awareness and sensitivity and demonstrated an ability to integrate a gender perspective into tasks and activities.

Asset:

• Professional Public Procurement certification would be desirable.

Remuneration Package:

Monthly remuneration, subject to social security deductions is 2,362.17 BAM/month. Social benefits will include participation in the Cigna health insurance scheme and the OSCE Provident Fund.

Appointments are normally made at Step 1 of the applicable OSCE salary scale. In exceptional cases, an initial appointment at up to Step 3 may be considered. This depends on factors such as relevant experience exceeding minimum requirements or higher previous remuneration. Any such request by a candidate must be reviewed and approved by the OSCE before the appointment.

This position is open to citizens and permanent residents of Bosnia and Herzegovina only.

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.

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, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

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 OSCE appointments are subject to medical clearance. 

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 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

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