Issued by: OSCE Centre in Ashgabat

Requisition ID: TUR000019

Contract Type: Short-term/Temporary Short-Term Monthly

Grade: G5

Job Level: General Services

Job Type: Contracted

Location: TUR - OSCE Centre in Ashgabat, Ashgabat

Issue Date: May 16, 2024

Closing Date: Jun 5, 2024

Employee Status: Short-Term

Schedule: Full-time

Education Level: Bachelor's Degree (First-level university degree or equivalent)

Target Start Date: July 1, 2024

Tasks and Responsibilities:

The Short-Term Procurement Assistant will, under the supervision of Chief of Fund Administration and in coordination with the Centre’s Procurement and Asset Management Assistant, support FAU unit staff in conducting their day-to-day activities, in particular in ExB related procurement. The work will include the following tasks:

1. Procurement

• Plan and manage all procurement and contractual aspects related to procurement of diverse services and commodities in accordance with the local legislation and OSCE procedures;
• Perform procurement of goods/services required by the Centre, ensuring its compliance with related OSCE regulations; and executing relevant transactions in Oracle; regular closure and reconciliation of PO’s and PR’s;
• Carry out market comparative analysis, distribute requests for quotations, obtain competitive quotations from vendors; analyse responses to determine lowest and best vendor; collect proposals and follow other tendering procedures; 
• Frequently liaise with current and potential suppliers in regards to various issues: terms of payment and delivery of goods/services; warranty contracts; price agreements;
• Draft contracts/agreements with vendors after careful and extensive preparatory work;
• Book hotels, accommodation, conference facilities, draft relevant correspondence;
• Ensure timely submission of invoices for payments, follow up with vendors on contract performance;
• Maintain periodical procurement reports and procurement archives in both scanned and hardcopy formats;
• Proceed with the regular closure of POs;
• To register vendors in the system and maintain vendors database.

2. Asset Management, Logistics

• Assist with barcoding, registering and maintaining of the Centre’s fixed assets and inventory (expendable items);
• Assist with annual and regular physical inventory of the office assets, reconciliation and adjustment assets database;
• Initiate and prepare of FMMC requests and reports; maintain FMMC archives;
• Executive the Customs clearance of incoming goods, in accordance with the local legislation and OSCE procedures; provide the provision of optimal logistics support to the Centre. Advisers and makes arrangements for shipment and receipt of office and project suppliers and equipment and household effects, including customs clearance; 
• Manage the timely maintenance and repair of the Centre’s premises and vehicles;
• Coordinate the work of the ExB drivers, vehicles, fuel management. Assists with provision of household for ExB trainings in Ashgabat and regions of Turkmenistan, check the trip tickets.

3. Administrative functions

• Replace absent UB procurement and asset management staff when required.
• Draft routine correspondence and provided basic translation from/to English.
• Other relevant functions.

Necessary Qualifications:

• University degree in business/public administration, finance, human resources management or any other relevant field;
• Excellent knowledge of Turkmen, English and Russian languages;
• Computer skills with practical experience in Microsoft packages. Experience with ORACLE based applications is an asset;
• Minimum four years of relevant experience, preferably with an international organisation;
• Ability to adjust to a broad range of new tasks in a complex administrational environment in a short timeframe. Good organizational skills;
• Ability to work with people of different nationalities, religions and cultural backgrounds.
• Driving license of B category is an asset

To get additional information and apply for the position, please follow the link.