Senior Procurement Assistant, Kyiv, Ukraine 145 views

Issued by: OSCE Special Monitoring Mission to Ukraine

Vacancy number: VNSMUG00989

Vacancy type: Local Contracted

Field of expertise: Procurement

Grade: G6

Number of posts: 1

Duty station: Kyiv

Date of issue: 3 December 2019

Deadline for application: 24 December 2019 – 23: 59 Central European Time (CET/CEST)


The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professionals for the position of Senior Procurement Assistant with its Field Office in Kyiv. The OSCE is committed to achieving a better gender balance of women and men within the Organization.

All qualified applicants are strongly encouraged to apply online, using the OSCE online application link //’>http: //

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

For more detailed information on the structure and work of the OSCE Special Monitoring Mission to Ukraine, please see //’>https: //

Tasks and Responsibilities

Senior Procurement Assistant is responsible for procurement of goods and services for all Mission’s Sections/Units and field offices, process of tenders for framework contracts and complex purchases and support in planning activities of the Procurement and Contract Section/Procurement Unit. Under the direct supervision of Procurement Officer, the incumbent will perform the following functions:

Initiates purchase of goods and services within established authority. Reviews Terms of Reference prepared by the Mission’s Sections/Units. Prepares and issues tender documents (Request for Quotation, request for Proposal, Invitation to Bid) for framework contracts and complex purchases. Processes the administrative and financial evaluation of received offers; Finalises procurement processes with drafting of vendor contracts and submitting them for approval to the supervisor; Ensures consistent value for money spend and consistent level of service to the departments. Participates in negotiations with vendors. Liaises between vendors and the Mission’s departments; Advises programme staff on procurement policies and procedures and ensures that all procurement actions are conducted in accordance with the OSCE rules and regulations. Provides support to higher authority in planning activities and prioritization of tasks, follows up on framework contract implementation and vendor performance; Prepares Purchase Orders (PO), submits them for approval to the relevant authority and sends them to suppliers for signature. Conducts follow up on orders with suppliers to expedite timely delivery of the goods/services ordered. Takes actions with suppliers to resolve claims from requesting departments regarding quality/quantity of goods/services supplied; Maintains contract data base, processes renewal or termination and re-tendering. Manages the Purchase Order filing system. Conducts and administers supplier evaluation reports. Conducts PO closing procedure in Oracle throughout the year and in the year-end closure procedure; Conducts market research for new types of available services and goods. Takes initiative in identifying potential suppliers of goods and services. Maintains relevant product and supplier catalogues, monitors local advertisements and identifies emerging companies and products. Maintains and updates the supplier database; Acts as team leader, guides and coordinates work of procurement assistants; Drafts short and framework Contracts as well as Lease Agreements for SMM premises and submits them to higher authority for approval; Prepares statistical reports and analysis, to monitor and improve cost effectives of procurement planning and activities; Performs other duties as required.

Necessary Qualifications

Ukrainian citizenship or holding permanent resident status in Ukraine; Secondary education supplemented by formal commercial studies, trainings and/or courses on procurement, administration or accountancy; Minimum 6 years of working experience in the purchasing field, preferably in an international environment; Established knowledge of procurement procedures; Computer literate with practical experience in Microsoft packages; Knowledge of international ERP systems such as Oracle or SAP would be an asset; Professional fluency in the English, Ukrainian and Russian languages, both oral and written; Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity; Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities; Flexibility and ability to work under pressure and with limited time frames.

Required competencies

Core values

  • Commitment: Actively contributes to achieving organizational goals
  • Diversity: Respects others and values their diverse perspectives and contributions
  • Integrity: Acts in a manner consistent with the Organization’s core values and organizational principles
  • Accountability: Takes responsibility for own action and delegated work

Core competencies

  • Communication: Actively works to achieve clear and transparent communication with colleagues and with stakeholders of the Organization
  • Collaboration: Works effectively with others on common goals and fosters a positive, trust-based working environment
  • Planning: Works towards the achievement of goals in a structured and measured manner
  • Analysis and decision-making: Analyses available information, draws well-founded conclusions and takes appropriate decisions
  • Initiative-taking: Proposes and initiates new ideas, activities and projects
  • Flexibility: Responds positively and effectively to changing circumstances

Managerial competencies (for positions with managerial responsibilities)

  • Leadership: Provides a clear sense of direction, builds trust and creates an enabling environment
  • Strategic thinking: Identifies goals that advance the organizational agenda and develops plans for achieving them
  • Managing performance: Helps to maximize team performance by providing active feedback and skill development opportunities

Remuneration Package

Monthly remuneration, subject to social security deductions is 1176.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.

How To Apply

For more details please visit the OSCE website employment section at //’>http: // All qualified applicants are strongly encouraged to apply online, using the OSCE online application link.

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

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 retains the discretion to re-advertise 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.

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