Procurement Assistant (G5), OSCE Project Co-ordinator in Ukraine, Kyiv

Organization: Organization for Security and Co-operation in Europe (OSCE)

Country: Ukraine

City: Kyiv

Office: OSCE in Kyiv, Ukraine

Closing date: Tuesday, 21 December 2021

"Enhancing Ukraine’s Chemical Emergency Response Capacity" Project


The incumbent is assigned to the Fund Administration Unit (FAU) of the OSCE Project Co-ordinator in Ukraine and performs duties of the Procurement Assistant in regards to the Extra Budgetary projects implementation. The post duration is until 31 December 2023 with six months‘ probation period. The post extension is subject to availability of funds.

Tasks and Responsibilities

Under the direct supervision of the National Procurement Officer, the incumbent performs the following duties:

Assists in and contributes to planning and management of all procurement and contractual aspects related to procurement of diverse services and commodities in accordance with the local legislation and OSCE procedures;
Performs procurement of goods, services and works required by the Mission, ensuring its compliance with related OSCE regulations, and executing relevant transactions in Oracle. Performs regular creation, closure and reconciliation of Purchase Orders (POs);
Participates in market comparative analysis, identifies potential suppliers and verifies their reliability in accordance with OSCE standards. Maintains vendors‘ registration database ensuring all entries are properly documented and filed. Submits suppliers‘ entry change forms as needed and required. Regularly liaises with current and potential suppliers in regards to various issues: acceptance and signing of POs, terms of payment and delivery of goods, services or works, warranty contracts and price schedules;
Assists in preparation of and distributes Requests for Quotation (RFQ), Invitations to Bid (ITB), Requests for Proposal (RFP) and Invitations for Bid (IFB). Obtains competitive quotations, proposals and bids from bidders and handles the relevant procurement process on all stages. Makes analysis of the quotations and price comparison to determine the best value offers, prepares evaluation reports. Assists in preparation of other documents related to procurement procedures including, but not limited to clarification notes, declarations of impartiality and confidentiality forms, bid opening board minutes, sole-source contracting forms, draft exception reports and FMMC minutes, contractor performance evaluation forms, etc;
Contributes to identifying and prioritising the procurement spheres of the biggest demand and conducting the relevant procurement procedures to conclude LWCs. Obtains price offers from contractors and places Purchase Orders for goods and services within established contracts;
Drafts contracts/agreements with vendors after careful and extensive preparatory work in close consultation with the OSCE PCU and Secretariat’s Legal Units. Makes necessary records and documentation to properly keep and maintain procurement files;
Provides regular consultation/training on procurement procedures for programmatic and FAU staff to ensure that all actions have been taken in accordance with the OSCE rules and regulations;
Performs other duties as required.

Job Requirements

Ukrainian citizenship or holding permanent resident status in Ukraine;
Completed secondary education supplemented by commercial courses / courses on purchasing techniques or other type of training relevant to the job;
Minimum 4 years of working experience in the field of procurement, administration, contracting, logistics or other related areas, part of which should preferably have been in an international environment;
Computer literacy with practical experience in Microsoft applications. Experience in the use of IRMA/Oracle or another ERP system would be an asset;
Professional fluency in English and Ukrainian with excellent communication (both oral and written) skills; czl2LAE Dh7qKS

Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
Ability to work with people of different nationalities, religions and cultural backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity.

Please note that a first-level university degree in a relevant field may be considered as a substitute for one year of working experience, an advanced university degree - for two years of working experience.

Remuneration Package

Annual salary, subject to social security deductions is EUR 12,352. Social benefits will include participation in the Cigna medical insurance scheme and the 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. 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; the Requisition/Vacancy Number is

FUN00001J. The deadline for applications is

21 December 2021.

Applications received after the published deadline and in other languages than the English language will not be considered. Only those candidates who are selected to participate in the subsequent stages of recruitment will be contacted.

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.

The OSCE is committed to diversity and inclusion within its workforce, and encourages qualified female and male candidates from all national, 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

Please be aware that the OSCE does not request payment at any stage of the application and review process.

Additional Information

Issued by: OSCE Project Co-ordinator in Ukraine

Requisition ID: FUN00001J

Contract Type: Fixed-Term

Grade: G5

Job Level: General Services

Job Type: Contracted

Number of posts: 1

Location: OSCE Project Co-ordinator in Ukraine, Kyiv

Posting Date: Nov 23, 2021

Closing Date: Dec 21, 2021

Target Start Date: Feb 1, 2022

Employee Status: Fixed Term

Schedule: Full-time

Education Level: High School Diploma / (GED)

Link to the organization’s job offer: