Associate Procurement Officer (P2)

Background:

Please note that this position is funded under an Extra-Budgetary (ExB) Project on “Prevention of human trafficking for labour exploitation in supply chains”, which is expected to run until 31 December 2028. The initial contract will be until 31 October 2025; extension is subject to funding availability.

The OSCE has a comprehensive approach to security that encompasses politico-military, economic and environmental, and human aspects. It therefore addresses a wide range of security-related concerns, including arms control, confidence- and security-building measures, human rights, combating human trafficking, national minorities, democratization, policing strategies, counter-terrorism and economic and environmental activities. All 57 participating States enjoy equal status, and decisions are taken by consensus on a politically, but not legally binding basis.

The OSCE Secretariat in Vienna assists the Chairpersonship in its activities, and provides operational and administrative support to the field operations, and, as appropriate, to other institutions.

The Department of Management and Finance (DMF) is responsible for managing the material and financial resources of the Organization. The objective of DMF is to provide efficient and effective management of non-staff resources in support of OSCE programmatic activities. It provides policy guidance on the management of OSCE financial and material resources and develops and maintains OSCE Financial Regulations and Rules and Financial Administrative Instructions. DMF consists of Budget and Finance Services, Mission Support Section, Information and Communication Technology Section and the Information Security and Co-ordination Unit.  

Mission Support Section (MSS) provides the working framework for OSCE’s procurement and contracting assets, logistics, transport, travel and facilities management activities. It also acts as the policy development and co-ordination point for resource administration in the OSCE’s Executive Structures in relation to these activities, including providing on-site assistance and technical training programmes.

Tasks and Responsibilities:

This position is funded through Extra-Budgetary (ExB) Project No. 1102667 focused on the “Prevention of human trafficking for labour exploitation in supply chains” at the Office of Special Representative and Co-ordinator for Combating Trafficking in Human Beings (OSR/CTHB). 

Under the overall supervision of the Chief, Procurement and Contracting Unit (C/PCU), the incumbent of the job provides all services and functions covering the support and guidance on procurement issues and processes to all OSCE staff and for the procurement of goods and services required by the OSCE Secretariat, or OSCE field operations, in accordance with OSCE financial Regulations and Rules, established procurement policies and procedures and relevant administrative instructions. The position is designed to provide expertise and resources required to meet supply chain obligations under MC Decision No. 6/17 “Strengthening Efforts to Prevent Trafficking in Human Beings.”

The primary responsibilities of the incumbent include coordinating work and deliverables with all OSCE staff involved in the extra-budgetary funded project, engaging with external stakeholders such as international organizations, civil society, and governments to address this risk, and procuring goods and services required by the SR/CTHB project.

More specifically, as Associate Procurement Officer, you will perform the following tasks:

1. Assisting in incorporating sustainable procurement objectives throughout the full procurement cycle and/or CRMS updates as needed, with a focus on sustainable procurement, compliance and risk management. Providing recommendations for integration of plans into practice and develop resources for improvement. This includes the implementation of best practices and training campaigns in various formats;
2. Supporting the design, development, testing, implementation, maintenance and documentation of sustainable procurement data tools, including dashboards and reports. Conducting rigorous data quality checks;
3. Assisting in organizing, facilitating, and/or delivering training and presentations for OSCE procurement personnel and occasionally external stakeholders (e.g., UN stakeholders, suppliers, etc.). In this regard, co-ordinating and supporting the work of OSR and PCU related to the UN Procurement Network (PN) Working Group on Sustainable Procurement and its Task Force on Combating Human Trafficking and Forced Labour in supply chains;
4. Acting as a PCU focal point for combating human trafficking and labour exploitation data and- CTHB Action Plan implementation. Advise on integration with annual procurement plans and the use of templates and resources provided. Co-ordinating, managing, reporting, recording transparently and presenting the results of OSCE implementation of the executive structures’ CTHB Action Plans. Supporting development of communication material for external stakeholders;
5. Conducting market research to stay informed of sustainable developments and available resources in the area of sustainable procurement. Analysing statistical data and relevant commercial trends, particularly related to THB and Labour Exploitation thematic areas;
6. Planning, developing, and managing sourcing requirements end-to-end for goods, services or works required for the ExB project and as time allows for OSCE Secretariat clients. This task must be in line with the OSCE Common Regulatory Management System (CRMS). Ensuring adequacy of evaluation and contract award criteria during sourcing. Supervising the solicitation process and bid opening, and preparing final tender evaluation reports;
7. Preparing and presenting contract awards to the relevant awarding authority, supporting OSCE executive structures to prepare and present their contract award proposals ensuring visibility of the relevant sustainable strategy and alignment with internal practices and templates. Working and guiding the contract administrators/owners on contract implementation and as required to liaising with suppliers and addressing, reporting on and documenting any issues as required and in a timely manner. 

For more detailed information on the structure and work of the OSCE Secretariat, please see https://www.osce.org/secretariat 

Necessary Qualifications:

• First-level university degree in procurement/supply chain, business administration, commerce, engineering, law or related field;
• Professional certification such as CIPS (Chartered Institute of Procurement and Supply) Public Procurement Certification Level 3 (or equivalent) and/or sustainability certification is highly desirable;
• A minimum of four years of progressively responsible experience in sustainable procurement, commercial contracting or supply chain management, preferably in an international environment; 
• Familiarity with sustainable public procurement policies and procedures, as well as knowledge of polices of other international organizations;
• Demonstrated experience in supporting the management and development of sustainable procurement practices is required; 
• Ability to analyze, evaluate and report business-related data and/or statistics, ideally in the subject-matter area (procurement, supply chain management, sustainability indicators); 
• Ability to communicate data and visualization through a variety of media – such as presentations, training, reports, dashboards;
• Excellent oral and written communication skills in English is mandatory;
• Good oral and written communication skills in another official OSCE language is an advantage (French, German, Italian, Russian, Spanish);
• Demonstrated gender awareness and sensitivity, and ability to integrate a gender perspective into tasks and activities;
• Ability to establish and maintain effective working relations with people of different national and cultural backgrounds whilst maintaining impartiality and objectivity;
• Ability to work under time pressure and with tight deadlines;
• Digital literacy, including the ability to operate Microsoft applications, including word processing, PowerPoint presentations and Excel spreadsheets, the internet and email; experience with Oracle ERP system is desirable.

Remuneration Package:

Monthly remuneration is around EUR 6,100, with the actual monthly salary depending on post adjustment and family status. OSCE salaries are exempt from taxation in Austria. Social benefits will include possibility of participation in the Cigna medical insurance scheme and the OSCE Provident Fund. Other allowances and benefits are similar to those offered under the United Nations Common System.

Please note that appointments are normally made at step 1 of the applicable OSCE salary scale.

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.

The OSCE is a non-career organization committed to the principle of staff rotation, therefore the maximum period of service in this post is 7 years.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The Organization shall apply an age limit of 63 years at the time of appointment as the incumbent selected is normally expected to carry out the contractual obligation of two years. 

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