Procurement Assistant

Огляд

The OSCE Support Programme for Ukraine (SPU) has been established in order to continue to support the Ukrainian Government’s reform efforts and to mitigate the increased risks to civilians caused by the war against the country. The objective of the SPU - and therefore of all its projects - is to support Ukraine across all three OSCE dimensions on the government’s reform efforts and on the evolving risks to civilians caused by the war, thus ensuring that the OSCE’s work conducted over the past three decades and in the future, continues to impact positively the institutions and people of Ukraine and that Ukraine’s comprehensive security is enhanced in line with the OSCE commitments.

The incumbent works in the Procurement Unit of the SPU and provides administrative support in overall operational process and implementing project activities within the SPU and the “Enhancing Co-ordinated and Analytical Approaches to Investigating Serious Crimes, Particularly Related to Missing Children” project in particular, including procurement of required goods, services and works.

 

Обов'язки

• assisting in planning and managing procurement and contractual requirements for the project and SPU
• performing procurement of goods, services, and works in line with OSCE regulations, processing transactions in Oracle, and maintaining regular PO creation, closure, and reconciliation
• conducting market analysis, identifying potential suppliers, and verifying supplier reliability according to OSCE standards; maintaining a vendor registration database
• preparing and distributing Requests for Quotation (RFQ), Invitations to Bid (ITB), Requests for Proposal (RFP), and Invitations for Bid (IFB); handling all procurement process stages, including bid evaluation and price comparison
• supporting the development of procurement documents such as clarification notes, impartiality declarations, bid opening minutes, and contractor performance evaluations
• assisting in identifying high-value procurement needs and conducting relevant procurement procedures to establish Local Window Contracts (LWCs)
• drafting contracts and agreements in collaboration with the Secretariat’s Legal Unit, maintaining accurate procurement and contract documentation
• providing guidance on procurement procedures to SPU staff, ensuring compliance with OSCE rules and regulations
• performing other duties as needed, including asset management and providing ad-hoc reports and statistical data

Вимоги

• completed secondary education with specialized training in procurement, purchasing techniques, or related fields
• minimum of 5 years’ experience in procurement, administration, contracting, logistics, or related areas, preferably in an international environment
• strong research skills with the ability to collect and analyze information from various sources
• proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and internet applications; experience with IRMA/Oracle or other ERP software is an asset
• excellent oral and written communication skills in English and Ukrainian
• demonstrated gender awareness and sensitivity, with the ability to integrate a gender perspective into tasks and activities
• strong teamwork skills and the ability to work impartially with people from diverse cultural, religious, and political backgrounds

Умови

• full-time position
• work in Kyiv / alternative working arrangements are provisionally in place
• monthly remuneration, subject to social security deduction, is USD 1,641 as per the relevant OSCE salary scale; the salary payment is effected in EUR
• social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund