Senior Procurement Assistant G6

Job Posting Organization:
The Organization for security" style="border-bottom: 1px dotted #007bff !important;">Security and Co-operation in Europe (OSCE) is a prominent international organization that focuses on a comprehensive approach to security, addressing a wide range of concerns including arms control, human rights, and economic and environmental activities. Established with the aim of fostering peace and stability, the OSCE operates in 57 participating states, ensuring that all member states enjoy equal status and that decisions are made by consensus. The Office for Democratic Institutions and Human Rights (ODIHR) is a key institution within the OSCE, dedicated to promoting democratic governance and human rights across its member states. The ODIHR implements various activities, including election observation and assistance projects aimed at strengthening democratic institutions and the rule of law. The Procurement Unit (PU) within the ODIHR plays a crucial role in supporting these initiatives by managing procurement processes and providing essential services to programmatic departments.

Job Overview:
The Senior Procurement Assistant is a vital position within the Procurement Unit of the ODIHR, responsible for overseeing procurement processes related to the acquisition of goods and services. This role involves managing high, medium, and low-value purchases, ensuring compliance with OSCE regulations, and acting as the departmental focal point for the IRMA/Oracle system. The incumbent will prepare and process tender invitations, support programmatic staff in developing terms of reference and technical specifications, and conduct market research to inform procurement decisions. Additionally, the Senior Procurement Assistant will be involved in contract negotiations, preparation, and administration, ensuring that all contracts are managed effectively and in alignment with the organization's best interests. This position requires a proactive approach to problem-solving and the ability to work collaboratively with various stakeholders to achieve procurement objectives.

Duties and Responsibilities:
The Senior Procurement Assistant will undertake a comprehensive range of duties, including:

• Procurement of Goods, Services, and Works: - Prepare and process tender invitations, including Requests for Proposals (RFPs), Invitations to Bid (ITBs), and Requests for Quotes (RFQs). - Advise programmatic staff on the preparation of Terms of Reference (ToR) and Technical Specifications (TS), ensuring compliance with procurement requests. - Conduct preliminary market research to identify suitable suppliers and draft tender documents for approval. - Coordinate the evaluation of received offers and ensure timely processing of procurements.
• Contract Negotiations and Administration: - Support the Procurement Officer in negotiating contract terms, including pricing and delivery conditions. - Draft contracts using standardized templates and maintain communication with contractors. - Administer contracts and maintain an up-to-date contracts database.
• Purchase Order Preparation: - Review Purchase Requests for compliance and prepare Purchase Orders (POs) in the Oracle system. - Amend POs as necessary and ensure proper closure after service delivery.
• IRMA/Oracle ERP Support: - Act as the IRMA/Oracle ERP Super User, providing training and support to staff. - Review and approve new suppliers in the system.
• Other Duties: - Maintain supplier databases and support the Procurement Unit in various administrative tasks. - Provide backup support to colleagues and assist in ODIHR field operations as needed. - Assume the role of Officer in Charge in the absence of the Procurement Officer, excluding supervision of Associate Procurement and Contracting Officers.

Required Qualifications:
Candidates must possess completed secondary education, with specialized training in procurement or supply chain management being an asset. A minimum of six years of relevant experience in procurement, supply chain, or contract management is required. The ability to multitask, meet deadlines, and demonstrate computer literacy, particularly in Microsoft Word and Excel, is essential. Experience with Oracle is highly desirable. Excellent oral and written communication skills in English are mandatory, and proficiency in Polish is highly desirable due to the need for communication with local service providers. Candidates should also demonstrate an ability to work effectively with diverse groups and possess gender awareness and sensitivity.

Educational Background:
The position requires a high school diploma or equivalent (GED). Specialized training in procurement or supply chain management, such as CIPS Level 3, is considered an asset and may enhance a candidate's suitability for the role.

Experience:
The ideal candidate should have at least six years of relevant working experience in procurement, supply chain management, contract management, or asset management. This experience should demonstrate a strong understanding of procurement processes and the ability to navigate complex procurement environments effectively.

Languages:
Fluency in English is mandatory, with excellent oral and written communication skills. Proficiency in Polish is highly desirable, as it facilitates communication with local service providers and stakeholders. Knowledge of additional languages may be considered an asset but is not mandatory.

Additional Notes:
This position is a fixed-term contract at the General Services level (G6) and is full-time. The monthly remuneration is approximately PLN 12,200, subject to social security deductions, and OSCE salaries are exempt from taxation in Poland. Employees participate in the Cigna medical insurance scheme and the OSCE Provident Fund, with the organization contributing an additional amount to the pension fund. Appointments are typically made at step 1 of the salary scale, with the possibility of higher initial appointments in exceptional cases. Candidates should be aware that the OSCE does not reimburse expenses related to interviews or relocation, and all appointments are subject to medical clearance. The mandatory retirement age for contracted positions is 65 years.