HR / Procurement Assistant (G5)

Application deadline: 24 April 2024

Background:

This is an extra-budgetary position within the project “Stronger Democratic institutions in Eastern Partnership Countries”, an ODIHR project supported and funded by the EU, that is currently envisaged to last four years. The candidate should indicate the commitment to be available for the whole duration of the project.

The Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR's assistance projects and other activities are implemented in participating States in accordance with ODIHR's mandate.

The HR/Procurement Assistant’s post is located in Common Services Department of the OSCE ODIHR, and the incumbent will provide administrative and substantive technical support in the area of human resources and procurement in implementing project activities.

The Human Resources Unit is a part of the Common Services Department and ensures that ODIHR programmes have a capable and committed workforce that provides support, assistance and expertise to all stakeholders to promote democracy, rule of law, human rights and tolerance and non-discrimination. 

The Procurement Unit is a part of Common Services Department and its objective is to provide quality support service to ODIHR Programmatic Departments in the field of procurement of goods, services and works, asset management and travel management services. 

Tasks and Responsibilities: 

Under the overall supervision of the Chief of Human Resources (50%) and Procurement Officer (50%), the selected candidate will perform the following functions and duties:

1. Performing the complete range of recruitment and selection duties for fixed-term and short-term positions as well as for Experts hired through Special Service Agreements, funded from Extra-Budgetary sources.
2. Contributing to the daily implementation of the payroll in IRMA, closely complementing the work of the Senior Human Resources Assistant, who has full responsibility for this area; Verifies and monitors incoming documents affecting salaries and entitlements ensuring that they are complete and in compliance with the OSCE Staff Rules and Regulations as well as OSCE Staff Instructions and other relevant administrative circulars, instructions and guidelines, and allows to create a proper financial provision in the IRMA system and submits for approval by the Chief, Human Resources Unit.
3. Supporting and advising programmatic staff/internal clients with preparation of Terms of References (ToR) and Technical Specifications (TS);
4. Releasing, Requests for Proposals (RFPs), Invitations to Bids (ITBs), Requests for Quotations (RFQs) and requests for offers; Following up on issued RFQs ensuring they are received by set deadlines; Drafting Evaluation reports and recommending contract awards; Reviewing PRs approved in Oracle and converting them into POs. Ensuring countersigning of POs by suppliers; Contract negotiations, preparation and administration; 
5. Collecting the documentation relevant to supplier entry (individual suppliers and companies); Processing Supplier Registration Forms (SRFs) by reviewing data from the form and support documentation for accuracy; Registering new suppliers in ORACLE system and attaches all relevant documentations as per established guidelines; Performing self-verification of entered SRF data by reviewing, correcting, deleting, or re-entering data. Follows up approval process and keeps a record for delays, errors, timelines; Managing the suppliers’ database;
6. Drafting routine and non-routine correspondence (both on administrative and substantive human resources and procurement matters); putting documents into adequate style, language and format, and proofreading documents and editing texts for accuracy, grammar, punctuation and style in accordance with standard practices;  
7. Keeping track of pending matters and following up with other offices on deadlines, as well as on budget and expenditure for specific HR/procurement outputs and/or activities, giving estimates of costs for individual project activities and proposing budgetary and/or expenditure adjustments to supervisor.

For more detailed information on the structure and work of the OSCE Office for Democratic Institutions and Human Rights, please see https://www.osce.org/odihr.

Necessary qualifications:

• Completed secondary education, supplemented by specialized training or formal studies in human resources and/or procurement or other relevant areas; 
• Minimum four years of working experience in administration including human resources and/or procurement; 
• Experience in project planning, implementation and reporting;
• Ability to conduct research and collect information from a variety of sources;
• Digital literacy and proficient use of Microsoft Office (Outlook, Word, Excel and PowerPoint), internet. Experience with an ERP software is an asset;
• Excellent oral and written communication skills in English;
• Ability to work with people of different nationalities, religions and cultural backgrounds.

Remuneration Package:

Monthly remuneration, subject to social security deductions, is approximately PLN 8,200. OSCE salaries are exempt from taxation in Poland.  Social security will include participation in the Cigna medical insurance scheme (current approximate deduction for a staff member is 56 Euro) and OSCE Provident Fund. The Organization contributes an additional amount equivalent to 15% of the employee's salary to this pension-style fund while the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System for general services employees.

Appointments are normally made at step 1 of the applicable OSCE salary scale. 

How to apply:

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.