Senior Procurement Assistant (G6)
Organization for Security and Co-operation in Europe - OSCE
Overview
The Senior Procurement Assistant is responsible for running procurement processes for goods and services and acting as the departmental focal point for IRMA/Oracle Super User functions.
Key Responsibilities
- Prepares and processes Tender Invitations (RFP and ITB and/or RFQs).
- Supports and advises programmatic staff with preparation of Terms of References and Technical Specifications.
- Conducts preliminary market research for goods/services/works.
- Drafts tender documents for medium and large complexity and volume procurements.
- Publishes RFPs/ITBs/RFQs and follows up on receipt of offers.
- Coordinates evaluation of received offers by drafting the Evaluation Report.
- Ensures timely and quality processing of assigned procurements.
- Supports Procurement Officer in negotiating contract terms and conditions.
- Drafts contracts and agreements utilizing standardized OSCE templates.
- Administers communication with contractors.
- Conducts contract administration by maintaining relationships with contractors.
- Maintains contracts database up to date.
- Reviews Purchase Requests (PRs) assigned in Oracle for compliance.
- Prepares specific or standardized POs, obtains approvals, and sends out POs for countersignature.
- Amends POs to reflect any changes.
- Closes all POs after service delivery and completion of payment.
- 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.
- Reviews for correctness of information and compliance and approves new suppliers.
- Updates and maintains supplier database.
- Conducts administrative actions for budget year start and closure.
- Provides support and backup to other staff members in the Procurement Unit.
- Supports ODIHR field operations by performing remote or on-site activities.
- Acts as Officer in Charge in the absence of Procurement Officer.
Required Experience
A minimum of 6 years of relevant working experience in the field of procurement, supply chain, contract management or asset management.
Qualifications
Completed secondary education
Other Details
Languages Required
Excellent oral and written communication skills in English
Languages Preferred
Polish is highly desirable
Contract Duration
Not specified
Work Modality
Not specified
Remuneration
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 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.