Travel and Contracting Assistant

Job Posting Organization:
The OSCE (Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe) is a prominent international organization that focuses on promoting peace, stability, and democracy in its member states. Established in 1975, the OSCE has grown to encompass 57 participating states across Europe, Central Asia, and North America. The organization operates through various field missions, with the OSCE Mission to Skopje being the longest-serving field operation. The mission is dedicated to enhancing social cohesion, fundamental rights, gender equality, rule of law, good governance, integrity, anti-corruption, criminal justice, and police reform. The OSCE employs a diverse workforce and is committed to fostering an inclusive environment that reflects the diversity of its member states.

Job Overview:
The Travel and Contracting Assistant position is a temporary role within the OSCE Mission to Skopje, designed to support the Procurement Unit during periods of high workload. The successful candidate will work under the direct supervision of the Senior Procurement Assistant and will be responsible for a variety of tasks related to travel arrangements and contract management. This role is crucial for ensuring that the Mission's travel policies are adhered to and that all travel-related operations run smoothly. The assistant will be expected to manage travel requests, liaise with travel agencies, and ensure compliance with local window contracts. This position requires a proactive approach to problem-solving and a keen understanding of procurement processes, making it essential for the candidate to be detail-oriented and organized.

Duties and Responsibilities:
The Travel and Contracting Assistant will have a comprehensive set of responsibilities, including but not limited to: organizing official travel for Mission Members in accordance with OSCE travel policies; approving travel claims and raising purchase orders in ORACLE; liaising with the OSCE travel agency for flight bookings and managing changes in travel plans; monitoring the implementation of local window contracts and ensuring supplier performance; procuring goods and services within the Low Value Procurement category; assisting with higher value tenders; arranging Bid Opening Boards for high-value procurements; ensuring proper documentation of contracts and travel requests; and providing secretarial support within the Procurement Unit. The assistant will also be responsible for collecting feedback on supplier performance and proposing actions to improve contract management.

Required Qualifications:
Candidates must possess citizenship or permanent residency in the Republic of North Macedonia. A completed secondary education is required, supplemented by specialized training in travel and/or contract management. Additionally, candidates should have a minimum of four years of relevant working experience in travel or contract management, preferably in an international context. Strong organizational skills, attention to detail, and a customer-service orientation are essential. Proficiency in Microsoft applications is required, and experience with ORACLE is considered an asset. Excellent written and oral communication skills in both English and local languages are mandatory, along with the ability to work effectively with individuals from diverse backgrounds.

Educational Background:
The educational requirement for this position includes a completed secondary education (high school diploma or equivalent), with additional specialized training in travel and/or contract management being highly desirable. This educational background equips candidates with the foundational knowledge necessary for managing travel arrangements and contracts effectively.

Experience:
The position requires a minimum of four years of working experience in travel or contract management. This experience should ideally be in an international setting, providing candidates with the necessary skills to navigate the complexities of procurement and travel arrangements within a diverse and multicultural environment.

Languages:
Proficiency in English is mandatory, along with fluency in local languages. Excellent communication skills in both languages are essential for effectively liaising with various stakeholders and ensuring compliance with OSCE policies.

Additional Notes:
This is a short-term temporary position with a duration of 5 months and 29 days. The role is full-time, and the monthly remuneration is approximately EUR 1,334, subject to social security deductions. Social benefits include participation in Cigna medical insurance. The OSCE is committed to diversity and inclusion, encouraging qualified candidates from all backgrounds to apply. Candidates should be aware that OSCE officials are expected to conduct themselves in a manner befitting their status as international civil servants, maintaining the integrity and impartiality of their roles. The OSCE does not request payment at any stage of the application process.