Procurement Assistant (G5)

Background:

Indirect Common Cost (ICC) allotment project# 5200486 was registered in 2024 with the aim to enhance CiAsh capacity to implement Extra Budgetary (ExB) projects. ICC are costs incurred by indirect administrative support functions providing administrative support to ExB projects that can not be clearly traced to the specific ExB project activities. The project envisages hiring STA Procurement Assistant to support UB and ExB activities during high workload periods in procurement and asset management area due to increased workload of UB procurement staff partially dealing with ExB project tasks. Under the direct supervision of the Chief of Fund Administration the incumbent is responsible for the effective and efficient management of procurement and logistics needs of the Centre and shall ensure that sufficient resources are available at all times; for ensuring that the procurement of goods and services is in line with the OSCE Common Regulatory Management System through the Procurement module of the IRMA. Additionally, this person is in charge to maintain CiAsh ExB household supplies and assist with assets management;

Tasks and Responsibilities:

The Short-Term Procurement Assistant will, under the supervision of Chief of Fund Administration and in coordination with the Centre’s Procurement and Asset Management Assistant, support FAU unit staff in conducting their day-to-day activities, in particular in ExB related procurement. The work will include the following tasks:

1. Procurement

a)   Plan and manage all procurement and contractual aspects related to procurement of diverse services and commodities in accordance with the local legislation and OSCE procedures;
b)   Perform procurement of goods/services required by the Centre, ensuring its compliance with related OSCE regulations; and executing relevant transactions in Oracle; regular closure and reconciliation of PO’s and PR’s;
c)   Carry out market comparative analysis, distribute requests for quotations, obtain competitive quotations from vendors; analyse responses to determine lowest and best vendor; collect proposals and follow other tendering procedures;  
d)   Frequently liaise with current and potential suppliers in regards to various issues: terms of payment and delivery of goods/services; warranty contracts; price agreements;
e)   Draft contracts/agreements with vendors after careful and extensive preparatory work;
f)    Book hotels, accommodation, conference facilities, draft relevant correspondence;
g)   Ensure timely submission of invoices for payments, follow up with vendors on contract performance;
h)   Maintain periodical procurement reports and procurement archives in both scanned and hardcopy formats;   
i)    Proceed with the regular closure of POs;
j)    To register vendors in the system and maintain vendors database.

2.    Asset Management, Logistics

a)    Assist with barcoding, registering and maintaining of the Centre’s fixed assets and inventory (expendable items); 
b)    Assist with annual and regular physical inventory of the office assets, reconciliation and adjustment assets database; 
c)    Initiate and prepare of FMMC requests and reports; maintain FMMC archives; 
d)    Executive the Customs clearance of incoming goods, in accordance with the local legislation and OSCE procedures; provide the provision of optimal logistics support to the Centre. Advisers and makes arrangements for shipment and receipt of office and project suppliers and equipment and household effects, including customs clearance;  
e)    Manage the timely maintenance and repair of the Centre’s premises and vehicles; 
f)    Coordinate the work of the ExB drivers, vehicles, fuel management. Assists with provision of household for ExB trainings in Ashgabat and regions of Turkmenistan, check the trip tickets. 

3.    Administrative functions

a)    Replace absent UB procurement and asset management staff when required.
b)    Draft routine correspondence and provided basic translation from/to English.
c)    Other relevant functions.

Necessary Qualifications:

• University degree in business/public administration, finance, human resources management or any other relevant field; 
• Excellent knowledge of Turkmen, English and Russian languages;
• Computer skills with practical experience in Microsoft packages. Experience with ORACLE based applications is an asset; 
• Minimum four years of relevant experience, preferably with an international organisation;
• Ability to adjust to a broad range of new tasks in a complex administrational environment in a short timeframe. Good organizational skills;
• Ability to work with people of different nationalities, religions and cultural backgrounds.

Driving license of B category is an asset

Remuneration Package:

Monthly remuneration, subject to social security deduction, is EUR 991 (12 times a year). OSCE salaries are exempt from taxation in Turkmenistan. Social benefits will include possibility of participation in the Cigna medical insurance scheme. 
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.