Procurement Assistant (G5)

Background:

The mandate of the OSCE Presence in Albania is to promote democratization, the rule of law, and human rights as well as to consolidate democratic institutions in line with OSCE principles, standards and commitments.

Originally established in 1997, today, the Presence’s activities range from arms control and the fight against trafficking to electoral assistance; anti-corruption initiatives; gender mainstreaming and environmental projects; human rights protection; legislative, judicial, and media reform; and the capacity-building of law enforcement officials.

For more detailed information on the structure and work of the OSCE Presence in Albania please see:

https://www.osce.org/presence-in-albania

A local vacancy for a fix-term appointment has arisen in the OSCE Presence in Albania for a Procurement Assistant, G5. The incumbent is part of the Procurement office, within Fund Administration Unit. Under the overall guidelines of the Administrative and General Services Officer, he/she is mainly responsible for processing all procurement for goods and services, including travel matters.

Tasks and Responsibilities:

The Procurement Assistant will be tasked with the following duties:

1. Receives Purchase Requests (PR) from the Material Resources Officer and creates, compiles and drafts Purchase Orders (PO) as required; prepares purchase orders for signature by authorized persons; drafts and dispatches letters of award to successful bidders; issues amendments as required.
2. Creating reports and monitoring open PRs/POs for informing the supervisor.

3. Carrying out preliminary market surveys for purchase of goods in accordance with specifications as received from requestors and as confirmed by technical officers; studying supplier’s literature, trade periodicals and other available information material.

4. Liaising between vendors and Presence’s Finance in the context of performing the end-of-year closing procedure in Oracle or when necessary/requested.

5. Maintaining relevant product and supplier catalogues, monitoring local advertisements and identifying emerging companies and products, updating vendors database.

6. Maintaining a filing system for the procurement requests, purchase orders, contracts and lease agreements for the Presence;

7. Preparing, drafting and dispatching “Invitations to Tender” as well as drafting, signing and dispatching “Request for Quotes”;

8. Receiving bids for tabulating technical details and prices, checking completeness of bids, verifying dates and requesting additional details from suppliers, if necessary. 

9. Comparing and evaluating bids in co-operation with technical experts; including results in tabulated overview; recommending items to be purchased.

10. Processing of reclamations. Acting on the basis of information from supply- and receiving and inspection units on discrepancies, contacting vendors, issuing written claims and reminders to vendors on deliveries overdue, as well as letters of complaint if deliveries are incomplete or incorrect.

11. Providing specific instruction, advice and training if required for ERP (Oracle) users in the Presence regarding procurement related procedures.

12. Providing traveling related support (ticktet purchase) and hotel bookings for OSCE staff and visitors as required.

13. Performing other duties as assigned.

Necessary Qualifications:

• Must be an Albanian resident and nationality
• Secondary education supplemented by studies in commerce or business administration
• At least 4 years of experience in procurement, logistics or travel-related fields, preferably with international organisations
• Professional fluency in English with excellent communication (both oral and written) skills; 
• 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 gender, and diverse political views, while maintaining impartiality and objectivity;
• Computer literate with practical experience using Microsoft applications.

Remuneration Package:

According to the fixed OSCE salary scale, the remuneration is approximately 969.67 EUR EURO, subject to budget funding and National Social Security deductions. OSCE salaries are exempt from taxation.

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.