Job Description

Background:

OSCE field operations are the front line of the OSCE’s engagement on the ground, supporting host authorities in fulfilling OSCE commitments and implementing a comprehensive approach to security. The OSCE Mission to Skopje is the Organization's longest-serving field operation working on social cohesion, fundamental rights, gender equality, the rule of law, good governance, integrity and anti-corruption, criminal justice, and police reform.

The OSCE Mission to Skopje is implementing the Extra Budgetary project “Assisting the National Authorities of the Republic of North Macedonia to Decrease the Risk of Weapon Proliferation and Misuse of Small Arms and Light Weapons (SALW)”. The project aims to assist the Republic of North Macedonia to reduce the risk of weapon proliferation and misuse of SALW in the country through increasing the prevention, detection, analysis and investigative capacity of the Ministry of Internal Affairs (MoIA) and other Governmental Organisations.

Due to the extra-budgetary (ExB) nature of the project, the initial contract duration will be 12 months, with possible further extension subject to the availability of extra-budgetary funding. The maximum foreseen project duration is until December 2027.

Tasks and Responsibilities:

Under the supervision of the Project Coordinator (P3), the Project Assistant, Procurement and Contracting, will be responsible for supporting the coordination and execution of administrative functions in the project, ensuring efficiency and transparency, through conducting preliminary market research for Terms of Reference and specifications development, coordination of work of contracted suppliers, contract tracking, and monitoring of contract implementation.

More specifically, the incumbent will be responsible for:

Assisting in the preparation of Terms of Reference/Specifications for various project-related procurement needs by conducting preliminary market research; supporting the contract implementation management by monitoring post-order compliance and contract performance;
Assisting in the preparation of relevant documents for contract amendments; maintaining contract files on supplier performance evaluation; undertaking supplier visits, inspecting vendor facilities and equipment, and monitoring the performance of suppliers until delivery of goods to the Mission warehouse;
Supporting invoice processing, verifying supporting documentation and submitting for approval; assisting in tracking procurement budgets and expenditures; preparing documentation for asset/item registration and donation purposes; assisting with preparing respective documents for customs clearance and their procedures for purchased goods;
Liaising with suppliers to ensure completeness and correctness of documentation (invoices and shipment documents) for smooth processing;
Assisting with logistical arrangements for the project events (meetings, trainings, conferences, etc.), including arrangements of accommodation, transportation, technical equipment, and interpretation provision etc.;
Assisting in the development and implementation of project activities by liaising with counterparts and facilitating their participation, drafting terms of reference for the employment of consultants and implementing partners, and monitoring the implementation of activities and submission of reports by the implementing partners and consultants;
Using ERP, initiating and following up on actions related to requisitions, recruitment of consultants, training and study tours, purchase of services and goods, payments, travel authorization requests/claims, and dealing with all related inquiries;
Undertaking computer-based searches; collating, selecting, and interpreting information necessary for the development of project activities and events; assisting in the preparation of papers and presentations by extracting/summarizing statistics.

Necessary Qualifications:

Citizenship of or permanent residence in the Republic of North Macedonia;
Completed secondary education supplemented by formal training in project management, law, commerce, and/or business or public administration;
Certification in project management and/or logistics management is desirable;
A minimum of five (5) years of working experience in project management, with an emphasis on logistics or contracts management, preferably acquired in an international organization or a mission environment;
Knowledge of contract management, logistics, and administration;
Proven ability to develop specifications and conduct market research to support procurement processes;
High level of integrity;
Practical experience in using Business Enterprise Applications such as Oracle or SAP is desirable;
Digital literacy and proficient use of Microsoft Office and project/task management software applications;
Excellent spoken and written communication skills in English and local languages;
Ability to work with people of different nationalities, religions and cultural backgrounds;
Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

Remuneration Package:

Monthly remuneration, subject to social security deductions, is approximately EUR 1,534.75.

Social benefits will include participation in the Cigna medical insurance and the OSCE Provident Fund.

Appointments are normally made at step 1 of the applicable OSCE salary scale. At the discretion of the appointing authority a higher step may be approved up to a maximum of step 3 subject to specific conditions.

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.

Candidates interviewed and found suitable in the recruitment process for this vacancy notice will be placed on a roster of suitable candidates (valid for three years) for fixed-term posts, should a suitable opportunity arise. The placement on a roster does not guarantee a future appointment or assignment.

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 OSCE appointments are subject to medical clearance.

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 62 years at the time of appointment.

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

Additional Information