The OSCE Special Monitoring Mission to Ukraine is looking for highly qualified, motivated and experienced Ukrainian professional for the position of Supply Assistant with its field office in Sievierodonetsk The OSCE is committed to achieving a better balance of women and men within the Organization.
Tasks and Responsibilities:
Under the direct supervision the Administrative Officer and overall guidance of the Director, Administration and Finance/ General Services (GS) Unit in HQ the Supply Assistant assists with supply chain activities in the following services:
- Assists Administrative Officer to plan and organize the distribution of goods ensuring the compliance with supply chain activities standards, OSCE Rules and Regulations, Financial/Administrative Instructions on Procurement and Contracting and Asset Management.
- Prepares the list of necessary goods to be procured and ordered for the Monitoring Team (MT)/Patrol Hub (PH)/Forward Patrol Base (FPB) in accordance with approved budget. Prepares and plans supply of goods and services (single, monthly stock). Identifies the need of supplies in his/her Area of Responsibility (AoR), assists procurement unit to make market research for the specified supplies, and prepares reports on supply chain operations.
- Upon of approval of Administrative Officer, Head, General Services and Head, Finance and Budget procures supplies locally.
- Prepares reports on supply chain operations, processes procurement requests for expenditure, (both electronically and manually). Hand over documents for assets, invoices, bills, shipment declarations, packing lists, General Incident Reports (RATS) monitoring distribution list.
- Receives and inspects the goods and services delivered against quality. Tags, if necessary, all assets upon receipt from the supplier. Acts as custodian of all the assets in under his AoR. Supports the annual physical inventory to verify the location and condition of assets, checks the accuracy of records.
- Keeps stock of assets, regularly checks and updates database accordingly. Assists in maintaining the warehouse, receives and issuing goods from it. Reports about malfunctioning, damage, discrepancy of assets. Advises staff to register the damage of assets in appropriate databases.
- Work with carriers, arrangement of shipments, loading and unloading procedures.
- Keeps the information about local suppliers, supply and delivery services.
- Identifies the supply needs of MT/PH/FPB and supports procurement unit to supply them with required items and services. Visits, checks, monitor supply stocks in his/her AoR, prepare reports accordingly and maintain filing system.
- Performing the research activities in order to identify new solutions for logistical challenges and improve current supply chain.
- Keep minutes from meetings and drafts reports, updates and maintains current registers and files.
- Performs other tasks as assigned.
Necessary Qualifications:
- Ukrainian citizenship or holding permanent resident status in Ukraine;
- Completed Secondary education supplemented by specialized studies in Administration, logistics, supply chain management;
- Minimum 4 years of working experience in a national or international large administrative set up with practical experience in administration or clerical work with coordination type of functions;
- Computer literate with practical experience in Microsoft applications and desirable experience with ERP systems;
- Professional fluency in the English, Ukrainian and Russian languages, both oral and written;
- Ability to cope with physical hardship and willingness to work extra hours and in an environment with limited infrastructure, proven resilience to high stress environments;
- Demonstrated ability and willingness to work as a member of a team, with people of different cultural and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;
- Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender perspective into tasks and activities;
- Cultural sensitivity and judgment.
Remuneration Package
Monthly remuneration, subject to social security deductions is 988.00 Euro/month. Social benefits will include participation in the Cigna health insurance scheme and the OSCE Provident Fund. Appointments are normally made at step 1 of the applicable OSCE salary scale.
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