Procurement Assistant (G4*)

Background:

OSCE field operations are the front line of the OSCE’s engagement on the ground, supporting host authorities in fulfilling OSCE commitments and implementing a comprehensive approach to security. The OSCE Mission to Skopje is the Organization's longest-serving field operation working on inter-ethnic relations, early warning, the rule of law, democratic governance, transnational threats and police reform.

Tasks and Responsibilities:

Under the supervision of the General Services Officer, the incumbent will be responsible for administrative support in the procurement of goods and services, more specifically:  

1. Assisting in the preparation and drafting of Requests for Quotations (RfQ)  and when required, assisting in activities related to bidding procedures; Dispatching Invitations to Tender and RfQ notices and receiving bids for tabulating technical details and prices, verifying dates and requesting additional details from suppliers, if necessary; 
2. In co-operation with programmatic staff, assisting in the comparison and evaluation of bids; noting results in tabulated overview; Establishing tender opening and evaluation panels for RfQs and tenders, carrying out negotiations with suppliers; Liaising between vendors and Mission departments; 
3. Preparing Purchase Orders (POs) based on Purchase Requisitions (PRs) for signature by authorized persons; Dispatching letters of award to successful bidders; Maintaining PO files; Preparing Lease Agreements for rental of premises, vehicles, office equipment, communication lines, etc.; Maintaining contract database for Local Window Contracts and administrating timely renewal or termination and re-tendering;
4. Performing analysis of local market and local companies, collecting catalogues, exploring availability of goods or services, identifying potential vendors and recommending their inclusion in the supplier database; Maintaining relevant product and supplier catalogues, monitoring local advertisements and identifying emerging companies and products;
5. Performing work related to delivery discrepancy issues, acting on the basis of information from requestors throughout the programmes of delivery discrepancies; Contacting vendors, issuing written claims and reminders to vendors on deliveries overdue and letters of complaint if deliveries are incomplete or incorrect and taking steps to overcome obstacles; Conducting supplier performance evaluation in co-operation with programme staff;
6. Assisting in the PO closing procedure in Oracle throughout the budget year and at year-end;
7. Advising programmatic staff on the application of procurement rules, policies and procedures, and providing training to project staff as necessary;
8. Performing other tasks as assigned.
    

Necessary Qualifications:

• Citizenship of or permanent residence in the Republic of North Macedonia;
• Completed secondary education supplemented by formal studies or training in commerce or administration;
• A minimum of 3 years’ working experience in procurement or commerce, preferably in an international organization/environment;
• Computer literate with practical experience with Microsoft applications;
• Working experience with ERP software (Oracle, SAP, etc.);
• Excellent written and oral communication skills in English and in local languages;
• 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.
   

Remuneration Package:

* The position is proposed for upgrade to G5 level, subject to approval of the OSCE Unified Budget.

Monthly remuneration, subject to social security deductions, is approximately EUR 1,334.25.

Social benefits will include participation in the Cigna medical insurance and the OSCE Provident Fund.

Appointments are normally made at step 1 of the applicable OSCE salary scale. At the discretion of the appointing authority a higher step may be approved up to a maximum of step 3 subject to specific conditions.

If you wish to apply, please use the OSCE's online application link found under https://vacancies.osce.org/. 

Please note that applications received after the deadline, submitted in different formats than the OSCE Online Application Form or other languages than the English language would not be considered.

The recruitment procedure may take up to two months and we will be in further contact with you only if you are selected for an interview. The OSCE retains the discretion to re-advertise the vacancy, to cancel the recruitment, or offer the position with modified terms of reference or a different duration.

The OSCE is committed to diversity and inclusion within its workforce and encourages the nomination of qualified female and male candidates from all national, religious, ethnic and social backgrounds.

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.
 
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.

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