Senior Procurement Assistant (G6)

Osce; Warszawa; Hybrid; PLN 124,000 - 148,000; Full time

Benefits offered by this job

Cigna health insurance

OSCE Provident Fund

Pension scheme

Job summary

OSCE ODIHR is seeking a Senior Procurement Assistant to manage procurement processes for goods and services, act as a focal point for IRMA/Oracle ERP, and support contract negotiations. The role requires extensive experience in procurement, strong English communication, and the ability to work with diverse teams in Warsaw.

The incumbent will oversee tender documents, supplier relationships, and contract administration, ensuring compliance with OSCE regulations.

Qualifications

• Completed secondary education.
• Specialized training (CIPS 3) in procurement and asset management is an asset.
• A minimum of 6 years of relevant working experience in procurement, supply chain, contract management or asset management.
• Ability to multi task and meet deadlines.
• Computer literacy with Word and Excel; Oracle experience is highly desired.

Responsibilities

• Procurement of goods, services and works, including tendering processes and market research.
• Assist in contract negotiations and administration; prepare and review contracts.
• Prepare and process purchase orders in Oracle and ensure compliance.
• Support IRMA/Oracle ERP processes and provide related training.
• Perform other duties as assigned by supervisor and maintain supplier databases.

Skills

Multitasking

Deadline management

English communication

Office software (Word/Excel)

Procurement knowledge

Education

Secondary education

CIPS level 3 training

Tools

Oracle ERP

Job description

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 Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. The ODIHR’s activities are implemented in 57 participating States in accordance with the ODIHR’s political mandate. Among the ODIHR’s main fields of activity are election observation and large number of assistance projects in the areas of democratic institution building, the rule of law and human rights.

The Procurement Unit (PU) is a part of Common Services Department of the Office for Democratic Institutions and Human Rights (ODIHR). The objective of PU is to provide quality support service to ODIHR Programmatic Departments in the field of procurement of goods, services and works, asset management and travel management services. The PU also plays one of main roles in supporting ODIHR field operations (mainly Election Observation Activities) by delivering respective support services on spot by designated PU staff.

Tasks and Responsibilities

The Senior Procurement Assistant reports to Procurement Officer. The duties of the incumbent are two-fold. Firstly, the incumbent runs procurement processes related to acquiring goods and services through high, medium and low value purchases. Secondly, act as the departmental focal point as IRMA/Oracle Super User.

1. Procurement of Goods, Services and Works

• Prepares and processes Tender Invitations (Request for Proposals (RFP) and Initiation to Bids (ITB) and/or Requests for Quotes (RFQ)
• Supports and advises programmatic staff/internal clients with preparation of Terms of References (ToR) and Technical Specifications (TS). Reviews received procurements requests with ToR/TS for compliance.
• Conducts preliminary market research for the goods/services/works in accordance with the ToR/TS received from requestors/internal clients.
• Drafts tender documents (RFP and ITB) or RFQ documents for medium and large complexity and volume procurements, and submits for approval of Procurement Officer. Publishes RFPs/ITBs/RFQs and follows up on receipt of offer within the period.
• Coordinates evaluation of received offers by drafting the Evaluation Report
• Ensures that all assigned procurements are processed on timely and quality manner in line with OSCE regulations and best practices.

2. Contract negotiations, preparation and administration

• Supports Procurement Officer in negotiating of contract’s terms and conditions including prices, delivery and payment terms, vendor obligations, post purchase service level, ensuring best interest for the OSCE.
• Drafts contracts and agreements utilizing standardized OSCE templates and submits to Procurement Officer for review and clearance.
• Administers communication with contractors including countersignatures of contracts and agreements.
• Conducts contract administration by maintaining relationship with the contractor, following up on agreed KPIs together with the Contract Manager (Programme Manager).
• Maintaining contracts database up to date.

3. Purchase Order (PO) preparation

• Reviews Purchase Requests (PRs) assigned in Oracle for compliance with OSCE procurement rules, completeness of the information contained, obtains any additional information from the requester.
• Prepares specific or standardized POs, obtains approvals in Oracle and authorized signatures, and sends out POs for countersignature by suppliers.
• Amends POs to reflect any changes in price, delivery dates etc.
• Finally closes all POs after service delivery and completion of payment.

4. IRMA/Oracle ERP processes and procedures support

• Acts as the IRMA/Oracle ERP "Super User" for the Materials Management and Contracting module.
• Assists in implementation of IRMA/Oracle system.
• Provides IRMA training for PMs and staff in general.
• Reviews for correctness of information and compliance and approves new suppliers entered in the system.

5. Other duties

• Updates and maintains supplier database.
• Conducts necessary administrative actions to ensure adequate start of the budget year start and closure (ensuring relevant annual PRs/POs are raised, POs closed, etc.).
• Provides support and backup to other staff members in the Procurement Unit, including travel management function.
• Supports ODIHR field operations (Election Observation Activities) by performing remote or on-site activities and substituting for the Associate Procurement and Contracting Officer on short- and medium-term basis, if required.
• Acts as Officer in Charge in the absence of Procurement Officer, excluding supervision of Associate Procurement and Contracting Officers, EOM.
• Performs other duties as assigned by the supervisor.

Necessary qualifications

• Completed secondary education
• Specialized training (CIPS 3) in procurement/supply chain management, contracting and asset management is an asset
• A minimum of 6 years of relevant working experience in the field of procurement, supply chain, contract management or asset management
• The ability to multi task and meet deadlines
• Computer literacy with the ability to operate word processing programmes, to use spreadsheet applications and to maintain simple databases. Proven experience working with Microsoft Word and Excel is essential. Oracle experience is highly desired
• Excellent oral and written communication skills in English
• Given the location of ODIHR in Warsaw and need to communicate with local service providers, Polish is highly desirable
• Ability to work with people of different nationalities, religions and cultural backgrounds
• Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.

Monthly remuneration, subject to social security deductions, is approximately PLN 12,200. OSCE salaries are exempt from taxation in Poland. Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 68 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

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.

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.

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