Supply Assistant, Mariupol, Ukraine 274 views

Issued by: OSCE Special Monitoring Mission to Ukraine

Vacancy number: VNSMUG00980

Vacancy type: Local Contracted

Field of expertise: General Administration

Grade: G5

Number of posts: 1

Duty station: Mariupol

Date of issue: 25 November 2019

Deadline for application: 16 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 professional for the position of Supply Assistant with its field office in Mariupol. The OSCE is committed to achieving a better 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 //’>http: //

Tasks and Responsibilities

Under the direct supervision the Administrative Officer and overall guidance of the Director, Administration and Finance/ General Services (GS) Unit in HQ the Supply Assistant assists with supply chain activities in the following services:

1. Assists Administrative Officer to plan and organize the distribution of goods ensuring the compliance with supply chain activities standards, OSCE Rules and Regulations, Financial/Administrative Instructions on Procurement and Contracting and Asset Management.

2. Prepares the list of necessary goods to be procured and ordered for the Monitoring Team (MT)/Patrol Hub (PH)/Forward Patrol Base (FPB) in accordance with approved budget. Prepares and plans supply of goods and services (single, monthly stock). Identifies the need of supplies in his/her Area of Responsibility (AoR), assists procurement unit to make market research for the specified supplies, and prepares reports on supply chain operations.

3. Upon of approval of Administrative Officer, Head, General Services and Head, Finance and Budget procures supplies locally.

4. Prepares reports on supply chain operations, processes procurement requests for expenditure, (both electronically and manually). Hand over documents for assets, invoices, bills, shipment declarations, packing lists, General Incident Reports (RATS) monitoring distribution list.

5. Receives and inspects the goods and services delivered against quality. Tags, if necessary, all assets upon receipt from the supplier. Acts as custodian of all the assets in under his AoR. Supports the annual physical inventory to verify the location and condition of assets, checks the accuracy of records.

6. Keeps stock of assets, regularly checks and updates database accordingly. Assists in maintaining the warehouse, receives and issuing goods from it. Reports about malfunctioning, damage, discrepancy of assets. Advises staff to register the damage of assets in appropriate databases.

7. Uses access to the IRMA asset module to reconcile stocks.

8. Work with carriers, arrangement of shipments, loading and unloading procedures.

9. Keeps the information about local suppliers, supply and delivery services.

10. Identifies the supply needs of MT/PH/FPB and supports procurement unit to supply them with required items and services. Visits, checks, monitor supply stocks in his/her AoR, prepare reports accordingly and maintain filing system.

11. Performing the research activities in order to identify new solutions for logistical challenges and improve current supply chain.

12. Keep minutes from meetings and drafts reports, updates and maintains current registers and files.

13. Prepares the documentation to process write offs.

14. Assists the administrative officer as a focal point for relations with the office landlords.

15. Assists the administrative officers in planning the work of the manual worker, and the cleaning staff.

16. Performs other tasks as assigned.

Necessary Qualifications

Ukrainian citizenship or holding permanent resident status in Ukraine; Completed Secondary education supplemented by specialized studies in Administration, logistics, supply chain management; Minimum 4 years of working experience in a national or international large administrative set up with practical experience in administration or clerical work with coordination type of functions; Computer literate with practical experience in Microsoft applications and desirable experience with ERP systems; Professional fluency in the English, Ukrainian and Russian languages, both oral and written; Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure, proven resilience to high stress environments; 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; Cultural sensitivity and judgment.

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 988.00 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.

Click the button below to visit the original announcement on the recruiting organization’s website.

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