Procurement/Travel Management Assistant (G5)

Background:

Please note that this position is Extra-Budgetary (ExB) funded until 31 December 2026; extension of contract is subject to funding availability.

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Secretariat in Vienna assists the Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions. 

The Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Financial Administrative Instructions. DMF consists of Budget and Finance Services, Mission Support Section, Information and Communication Technology Section and the Information Security and Co-ordination.

Mission Support Services provides the working framework for OSCE's procurement and contracting, assets, logistics, transport, travel and facilities management activities. It also acts as policy development and co-ordination point for resource administration in the OSCE's Executive Structures in relation to these activities, including providing on-site assistance and technical training programmes.

This post is funded from an extra-budgetary (ExB) project implemented by the Conflict Prevention Centre (CPC)/Forum for Security Co-operation Support Unit (FSC). FSC is mandated to provide full project/programme cycle management services in the field of Small Arms and Light Weapons (SALW)/Stockpiles of Conventional Ammunition (SCA), including technical support and guidance to OSCE FO/s, other departments/unit of the OSCE Secretariat as well as OSCE decision-making bodies engaged in the SALW/SCA assistance mechanism. The CPC/FSC directly manages the extra-budgetary (ExB) project "In support of strengthening capacities of Ukrainian authorities in preventing and combating illicit trafficking in weapons, ammunition and explosives in all its aspects".

Tasks and Responsibilities:

Under the overall supervision of the Chief, Procurement and Contracting Unit (C/PCU), as Procurement/Travel Management Assistant, you will provide all services and functions covering the support and guidance on procurement issues and processes primarily to all OSCE staff engaged in the extra-budgetary funded project, and secondarily for the procurement of goods and services required by the OSCE Secretariat, or OSCE field operations engaged in SALW/SCA projects, in accordance with OSCE financial Regulations and Rules, established procurement policies and procedures and relevant administrative instructions.

You will report to the Associate Procurement Officer as your first level supervisor and to the Chief of Procurement and Contracting Unit as your second level supervisor. 

More specifically, you will perform the following tasks:

1. Assisting in and contributing to the planning and management of procurement projects of varying complexity, end-to-end, relating to goods, works and services for the OSCE Secretariat, other programmes and extra-budgetary funded projects in thematic field of SALW/SCA, and, if time permits, other UB programmes and projects, and in line with the OSCE Common Regulatory Management System (CRMS) ensuring that best value for money is always secured. Providing updates to the relevant thematic project staff in the field of SALW/SCA on a regular basis;
2. Providing regular consultation, advice, support and guidance to Programme staff at the OSCE Secretariat and field operations on procurement issues during all stages of the procurement cycle. Ensuring that all actions are taken in accordance with the OSCE rules and regulations;
3. Performing procurement of goods, services and works required by the Programme, ensuring its compliance with related OSCE regulations, and executing relevant transactions in Oracle. Performing regular creation, closure and reconciliation of Purchase Orders (POs);
4. Participating in market comparative analysis, identifying potential suppliers and verifying their reliability in accordance with the OSCE standards. Regularly liaising 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;
5. Preparing and distributing Requests for Quotation (RFQ), Invitations to Bid (ITB) and Requests for Proposal (RFP). Obtaining competitive quotations, proposals and bids from bidders and handling the relevant procurement process on all stages. Making analysis of the quotations and price comparison to determine the best value offers, preparing evaluation reports. Assisting 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.;
6. Managing all files, records, ERP (Oracle) responsibility as required for approval, management and/or audit requirements; ensuring files are maintained transparently, in a timely manner, are available to authorized persons and in line with CRMS requirements;
7. Taking over other administrative assignments (e.g. provision of ad-hoc reports and statistical information), as required, consistent with the level of the post;
8. Reviewing OTA for policy compliance;
9. Performing other duties as required.

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat 

Necessary Qualifications:

• Completed secondary education, plus specialized training or formal studies in procurement/supply chain, business administration, commerce, engineering or related field; 
• Professional certification such as CIPS (Chartered Institute of Procurement and Supply) Public Procurement Certification Level 2 would be an asset. If none, the requirement to complete level 2 within the first 12 months of employment would be required;
• A minimum of five years of progressively responsible experience in procurement, commercial contracting or supply chain management, preferably in an international 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;
• Familiarity with public procurement policies and procedures as well as knowledge of polices of other international organizations;
• Working experience and knowledge of the East European market is an asset;
• Ability to analyze market and product information as well as other statistical data;
• Professional fluency in English. Good oral and written communication skills in Ukrainian or at least Russian language is required as the incumbent will have to communicate and maintain work relations with Ukrainian-based suppliers, import and customs authorities, and project beneficiaries;
• Digital literacy, including the ability to operate Microsoft applications, the internet and email; experience in the use of IRMA/Oracle or another ERP system is desirable;
• Ability to establish and maintain effective working relations with people of different national and cultural backgrounds whilst maintaining impartiality and objectivity;
• Ability to work under time pressure and with tight deadlines;
• Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities.

Remuneration Package:

Monthly remuneration, subject to social security deduction, is around EUR 4,670 (12 times a year) depending on family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of 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. 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.

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.