Procurement/travel Management Assistant

Background: 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 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. Mission Support Services provides the working framework for OSCE's procurement and contracting, assets, logistics, transport, travel and facilities management activities. It also acts as 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. This post is funded from an extra-budgetary (ExB) project implemented by the Conflict Prevention Centre (CPC)/Forum for Security Co-operation Support Unit (FSC). FSC is mandated to provide full project/programme cycle management services in the field of Small Arms and Light Weapons (SALW)/Stockpiles of Conventional Ammunition (SCA), including technical support and guidance to OSCE FO/s, other departments/unit of the OSCE Secretariat as well as OSCE decision-making bodies engaged in the SALW/SCA assistance mechanism. The CPC/FSC directly manages the extra-budgetary (ExB) project "In support of strengthening capacities of Ukrainian authorities in preventing and combating illicit trafficking in weapons, ammunition and explosives in all its aspects". Tasks and Responsibilities: Under the overall supervision of the Chief, Procurement and Contracting Unit (C/PCU), as Procurement/Travel Management Assistant, you will provide all services and functions covering the support and guidance on procurement issues and processes primarily to all OSCE staff engaged in the extra-budgetary funded project, and secondarily for the procurement of goods and services required by the OSCE Secretariat, or OSCE field operations engaged in SALW/SCA projects, in accordance with OSCE financial Regulations and Rules, established procurement policies and procedures and relevant administrative instructions. You will report to the Associate Procurement Officer as your first level supervisor and to the Chief of Procurement and Contracting Unit as your second level supervisor. More specifically, you will perform the following tasks: - Assisting in and contributing to the planning and management of procurement projects of varying complexity, end-to-end, relating to goods, works and services for the OSCE Secretariat, other programmes and extra-budgetary funded projects in thematic field of SALW/SCA, and, if time permits, other UB programmes and projects, and in line with the OSCE Common Regulatory Management System (CRMS) ensuring that best value for money is always secured. Providing updates to the relevant thematic project staff in the field of SALW/SCA on a regular basis; - Providing regular consultation, advice, support and guidance to Programme staff at the OSCE Secretariat and field operations on procurement issues during all stages of the procurement cycle. Ensuring that all actions are taken in accordance with the OSCE rules and regulations; - Performing procurement of goods, services and works required by the Programme, ensuring its compliance with related OSCE regulations, and executing relevant transactions in Oracle. Performing regular creation, closure and reconciliation of Purchase Orders (POs); - Participating in market comparative analysis, identifying potential suppliers and verifying their reliability in accordance with the OSCE standards. Regularly liaising 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; - Preparing and distributing Requests for Quotation (RFQ), Invitations to Bid (ITB) and Requests for Propos