Background:

The work of the Programme Office in Bishkek (POiB) focuses on a range of security issues from countering terrorism, border security and transnational threats such as human trafficking, to developing the country’s regions, strengthening efforts to combat corruption on all levels, as well as supporting the reform of the justice sector, implementation of election reform, gender equality and building open and resilient societies.

The post is located in the Procurement and Materials Management section within the Fund Administration Unit (FAU). The section’s activities include implementing internal control systems to ensure proper transparency and accountability as well as cost efficiency in material management operations and risk assessment exercises to ensure proactive and efficient mitigation of possible risks in material management. The section provides all services and functions, covering the support and guidance on procurement processes and the procurement of goods, services and works required by the POiB in accordance with the OSCE Common Regulatory Management System (CRMS).

Main Purpose

To implement procurement and purchasing processes in the POiB by performing a variety of operational and technical activities to organise, plan, and coordinate all procurement-related tasks. This includes providing comprehensive analyses, market research, executing assigned procurement cases, administrating contracts, updating procurement plans in a timely manner, and supporting other procurement-related activities within the POiB.

Working under minimum supervision, the Procurement Associate provides technical advice on development Terms of Reference (ToR), specifications, and the scope of works, timely updates the procurement plan in EIRENE, manages tendering processes, including preparing Evaluation Reports and presentation cases for relevant approvals, raises purchase orders (PO), Blanket Purchase Agreements (BPA), and Contract Purchase Agreements (CPA), and prepares necessary reports on management requests. The Procurement Associate responds to queries from programme staff and implementing partners on procurement and purchasing matters.

Work Relationships

The Procurement Associate reports directly to the National Procurement Officer (NP1), while the Procurement and Materials Management Officer (P2) acts as the second-level supervisor.

Within the OSCE POiB, the incumbent collaborates with the FAU to ensure co-ordination and support for the procurement of goods and services under Local Window Contracts (LWC) and other departments of POiB for information exchange and advisory on procurement issues or to obtain additional technical details on Purchase Requests (PR) submitted. The incumbent assists the National Procurement Officer in collaboration, coordination and communication with auditors for the provision of information and clarification regarding business processes, internal controls and risk management. The Procurement Associate communicates with local and international vendors and contractors to obtain information on current and new product ranges and services available, to request additional information on bids submitted, to clarify conditions of purchase and terms of payment, to review details included in the “scope of works” or to negotiate contract terms.

Tasks and Responsibilities:

Under the overall supervision of the National Procurement Officer, the successful candidate will be tasked with the following duties:

1. Initiating procurement of goods/work/services required by the POiB, ensuring compliance with the OSCE CRMS. Reviewing ToRs prepared by the POiB’s Sections/Units; preparing and issuing tender documents for LWCs and complex purchases; participating in the evaluation of bids and acting as secretary to the Evaluation Committee; processing the administrative and financial evaluation of received offers;
2. Guiding and providing technical support to procurement mission members in planning procurement activities and prioritization of tasks; providing inputs for specific procurement cases to the Chief of Fund Administration (CFA) and preparing reports for approval; preparing and submitting documents for specific procurement cases to Programme Managers for review and feedback; preparing and presenting award recommendations to the Fund Materials Management Committee (FMMC);
3. Participating in negotiations with vendors; liaising between vendors and the POiB’s departments; advising programme staff on procurement policies and procedures and ensuring that all procurement actions are conducted in accordance with the OSCE CRMS; following up on LWCs implementation and vendor performance;
4. Preparing POs in ERP, submitting them for approval to the relevant authority and sharing further with suppliers; conducting follow-up on orders with suppliers to expedite timely delivery of the goods/services/works ordered; taking action with suppliers to resolve claims on quality/quantity of goods/services supplied; conducting PO closure procedure in ERP throughout the year and performs procurement year-end closure procedure;
5. Keeping supplier database updated; conducting market research for all types of services and goods; taking initiative in identifying potential suppliers of goods and services; maintaining relevant product and supplier catalogues; monitoring local advertisements and identifying emerging companies and products;
6. Drafting short and window contracts utilizing available templates and submitting them for further approvals; maintaining the contract database; processing renewal, termination and re-tendering of contracts; managing the contracts filing system; conducting and administering supplier evaluation reports; preparing procurement and contracting statistical reports and analysis to monitor and improve the cost-effectiveness of procurement planning and activities.

For more detailed information on the structure and work of the OSCE Programme Office in Bishkek, please see: https://www.osce.org/programme-office-in-bishkek.

Necessary Qualifications:

• Completed secondary education, supplemented by specialized training or formal studies in supply chain, procurement or contracting;
• Minimum six (6) years of working experience (5 years with a first-level university degree or 4 years with a second-level university degree) in supply chain, logistics or procurement, part of which should preferably have been in an international organization;
• Chartered Institute of Procurement and Supply (CIPS) certification Level 2 is desirable;
• Advanced computer literacy with practical experience in Microsoft Office applications. Experience with ERP software is an asset;
• Demonstrated gender awareness and sensitivity and an ability to integrate a gender perspective into tasks and activities.
• Ability and willingness to work as a member of team with people of different cultural and religious backgrounds, different genders, and diverse political views while maintaining impartiality and objectivity;
• Excellent written and oral communication skills in English and local languages;

Remuneration Package:

Monthly remuneration, subject to social security deductions is 1048.25 Euro/month. Social benefits will include OSCE participation in the Cigna medical insurance scheme and the OSCE Provident Fund.

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.

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.

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.

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 OSCE appointments are subject to medical clearance.

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 62 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years.

Please be aware that the OSCE does not request payment at any stage of the application and review process.