Travel and Contracting Assistant (G4, Short-term)

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 anticorruption, criminal justice and police reform.

The Fund Administration Unit comprises four Sections: Finance, Human Resources, Information Technology and General Services. The Procurement Unit is part of the General Services and is responsible for the procurement of all goods and services for the Mission to Skopje.

For the purpose of strengthening the capacity of the Procurement Unit to adequately cover high workload period, the Mission is looking to hire a Travel and Contracting Assistant on emporary basis.

This is a temporary position with a duration of 5 months and 29 days.

Tasks and Responsibilities:

Under the direct supervision of the Senior Procurement Assistant, and general guidance from the General Services Officer, the Travel and Contracting Assistant will provide support to the day-to day travel arranging and contracting operations, monitoring the implementation of local window contracts and managing their performance. More specifically, the incumbent will be responsible for:

Organizing official travel for Mission Members, by ensuring adherence to the OSCE travel policies and procedures for requests for official travel, approving travel claims and raising all travel-related purchase orders in ORACLE; liaising with the OSCE travel agency on flight bookings, checking fares and booking flight tickets, responding to changes in Mission Members travel plans and ensuring they are correctly documented; following developments in the travel industry, suggesting ways of improvement in internal travel/expense management and of increasing policy compliance; attending meetings with the OSCE travel agency, and providing feedback on the travel agency’s compliance with the corporate window contract.

Ensuring adherence to the OSCE Mission to Skopje Local Window Contracts, raising all purchase orders in ORACLE as appropriate and obtaining countersignatures for them;

Collecting feedback on supplier performance for Local Window Contracts and proposing appropriate action to the Senior Procurement Assistant; coordinating with Suppliers of Local Window Contracts to resolve issues and overseeing improvements; keeping track of Local Window Contract expiry dates, preparing lessons learned from the existing contract for new tender and providing input into contract management tools within Local Window Contracts.

Procuring simple goods and services within the Low Value Procurement category up to EUR 5000; assisting other team members with higher value tenders.

Arranging Bid Opening Boards for high value procurements acting as chairperson making all logistical and filing requirements; ensuring proper documentation of Local Window Contracts and travel requests; providing other secretarial services within the Procurement Unit.

Necessary Qualifications:

Citizenship of or permanent residence in the Republic of North Macedonia;

Completed secondary education, supplemented by specialized training in travel and/or contract management;

A minimum of four years of working experience in travel or contract management, preferably in international setting;

Good organizational skills, attention to detail and customer-service orientation;

Computer literate with practical experience in Microsoft applications; experience with ORACLE would be considered an asset;

Excellent written and oral communication skills in English and in 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 1,334. Social benefits will include participation in the Cigna medical insurance.

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 short-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 be aware that OSCE appointments are subject to medical clearance.

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