General Services Officer (P2) Short-term assignment

Background:

The work of the OSCE Programme Office in Bishkek (POiB) focuses on a range of security issues, from countering terrorism, border security and transnational threats such as human trafficking, to developing the country’s regions, strengthening efforts to combat corruption on all levels, as well as supporting the reform of the justice sector, implementation of election reform, gender equality and building open and resilient societies.
The post is located in the General Services Unit (GSU) of the Fund Administration Unit (FAU), which is responsible for managing procurement, asset management, facilities management and transportation services of the Office. The Unit oversees procurement planning and implementation to ensure the timely acquisition of goods, services and works in accordance with the OSCE Common Regulatory Management System (CRMS). It manages contract administration and supplier relationships, maintains accountability and control over Mission assets throughout their lifecycle, and ensures the effective operation, maintenance and safety of Office premises and technical installations. The Unit also oversees transportation and fleet management activities to support operational requirements and service delivery across the Office. In addition, the Unit contributes to operational planning and promotes the efficient, economical and effective utilization of fund resources.

Main purpose:

Support the management and oversight of the procurement, asset management, facilities management and transportation functions of the Office and ensure the effective implementation of OSCE Regulations and Administrative Instructions. The incumbent is responsible for coordinating procurement activities, overseeing contract administration, monitoring the utilization of POiB assets, facilities and transportation resources, and supporting the efficient, economical and transparent utilization of resources in support of Unified Budget (UB) and Extra-Budgetary (ExB) activities of the Office. The General Services Officer is also responsible for monitoring compliance with applicable regulations and procedures and providing advice on general services matters to Programme Managers, and supporting the effective delivery of operational support services.
Working under the overall supervision and guidance of the Chief of Fund Administration Unit (P3), the incumbent supports the management and oversight of procurement, asset management, facilities management and transportation services within the POiB. The incumbent provides advice and technical guidance on procurement planning, contract management, asset management, facilities management and transport services. The incumbent supports the implementation of Unified Budget (UB) and Extra-Budgetary (ExB) activities through the provision of procurement, asset management, facilities management and transportation services in accordance with OSCE regulations and donor requirements, where applicable. The General Services Officer remains abreast of developments in procurement, contract management and general services practices and proposes solutions to enhance the effectiveness, accountability and sustainability of the POiB’s operational support functions.

Work relationships:

The General Services Officer (P2) reports directly to the Chief of Fund Administration Unit (P3), while the Head of Programme Office (HoPO) acts as second-level supervisor. The General Services Officer directly supervises one (1) National Procurement Officer (NP1), one (1) Asset Management Associate (G6), one (1) Building Management Assistant (G5) and one (1) Transportation Assistant (G5).
Internal contacts are primarily within the Fund Administration Unit (FAU) to ensure coordination and consistency in the delivery of procurement, asset management, facilities management and transportation services. The incumbent also maintains regular communication with Mission Support Unit counterparts in the OSCE Secretariat for guidance on procurement, contract management, asset management and transportation policies, procedures and compliance matters. The General Services Officer maintains close communication with programme departments within the POiB and provides advice on procurement planning, asset and contract management, transportation services and facilities management to support programme implementation and promote the effective utilization of POiB resources. External contacts include suppliers, contractors, service providers and other external stakeholders in support of procurement activities, contract administration, building and facilities management, transportation services and asset management matters.

Tasks and Responsibilities:

Under the overall supervision of the Chief of Fund Administration (P3), the successful candidate will be tasked with the following duties:

1. Monitoring and supporting the correct application of the OSCE CRMS, procurement regulations and administrative instructions; advising Programme Managers on the efficient and compliant use of resources; reviewing procurement actions and contractual commitments; supporting the resolution of procurement-related issues; and ensuring that procurement activities are conducted in accordance with applicable OSCE regulations and procedures.
2. Supporting procurement planning and contract management activities by reviewing operational and programme requirements; coordinating procurement plans and schedules; monitoring procurement requirements of Unified Budget (UB) and Extra-Budgetary (ExB) activities; monitoring contract implementation and supplier performance; analysing procurement risks and operational requirements; ensuring compliance with OSCE procurement policies and donor requirements, where applicable; and recommending measures to support the timely and effective acquisition of goods, services and works.
3. Managing competitive tendering and contract award processes by conducting market research; identifying and assessing potential suppliers; administering solicitation exercises; supporting evaluation committees; ensuring fairness, transparency, competition and value for money; and maintaining effective supplier and stakeholder relationships.
4. Supporting the management of Office assets throughout their lifecycle by monitoring asset acquisition, inventory management, physical verification, transfer and disposal activities; reviewing asset records and utilization; contributing to accountability and stewardship of Office assets; and recommending measures to strengthen asset management practices and compliance
5. Supporting the management of Office facilities and infrastructure by monitoring maintenance, repair and operational activities; reviewing facilities-related service requirements and contracts; assessing operational risks and resource requirements; and recommending improvements to support the safe, efficient and cost-effective operation of Office premises and technical installations.
6. Supporting the management of transportation and fleet services by monitoring vehicle utilization, maintenance and replacement planning; reviewing transportation-related service arrangements; analysing fleet performance and operational requirements; ensuring compliance with transport regulations and safety requirements; and recommending measures to improve efficiency and service delivery.
7. Under the guidance of CFA, supporting audit responses, risk management and follow-up implementation of agreed actions; preparing operational reports, analyses and management information related to procurement, asset management, facilities management and transportation services; monitoring compliance with applicable regulations and internal control measures; contributing to the development and improvement of the related operational procedures and practices.

For more detailed information on the structure and work of the OSCE Programme Office in Bishkek, please see: https://www.osce.org/ru/programm-office-in-bishkek.

Necessary Qualifications:

• International mission members in the OSCE are internationally recruited. For the purposes of OSCE Missions (Field Operations) this means that they are hired to work in a duty station outside of their home country or country of permanent residence. As a result, nationals and permanent residents of the duty station are not eligible for international mission member positions. In the case of individuals with multiple nationalities, candidates are still ineligible for consideration even if using another citizenship for application while simultaneously maintaining the citizenship or permanent residence status of the country where the duty station is located.
• First level university degree in management, business administration, finance, supply chain management or procurement;
• Certification from a Chartered Institute of Procurement and Supply (CIPS).
• A minimum of four (4) years (two (2) years with a second-level degree) of progressively responsible professional experience in procurement, supply chain, asset management, transportation management or building/facilities management, part of which preferrable in an international organization;
• A minimum of two (2) years of supervisory experience;
• Familiarity with international procurement practices and experience in negotiations with vendors;
• Proven experience in contract management and administration of procurement processes;
• Computer literacy with advanced practical experience in Microsoft applications and experience in using ERP systems (e.g. Oracle, SAP);
• Demonstrated gender awareness and sensitivity and an ability to integrate a gender perspective into tasks and activities.
• Ability and willingness to work as a member of team with people of different cultural and religious backgrounds, different genders, and diverse political views while maintaining impartiality and objectivity.
• Excellent oral and written communication skills in English and working knowledge of Russian.

Remuneration Package:

Monthly remuneration subject to social security deductions is about EUR 4,596.92 to which Board and Lodging Allowance is added, currently at EUR 119 per day (about EUR 3,570 per month). Social benefits will include the possibility of participation in the Cigna medical insurance scheme 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.

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.

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 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.