Associate Procurement and Contracting Officer, Warsaw At OSCE – Organization for Security and Co-operation in Europe

Closing date: Tuesday, 26 September 2023


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 Office for Democratic Institutions and Human Rights (ODIHR) is the principal institution of the OSCE responsible for the human dimension. ODIHR is active throughout the OSCE area in the fields of election observation, democratic development, human rights, tolerance and non-discrimination, and the rule of law. ODIHR’s assistance projects and other activities are implemented in participating States in accordance with ODIHR’s mandate.

The post is located in the Procurement Unit (PU), Common Services Department within the OSCE Office for Democratic Institutions and Human Rights. The objective of PU is to provide quality support service to ODIHR Programmatic Departments in the field of procurement of goods, services and works, asset management and travel management services. The PU also plays one of main roles in supporting ODIHR field missions (mainly Election Observation Activities (EOA)) by delivering respective support services on spot by designated PU staff.

The incumbent should be expected to be deployed at EOAs approximately 80% of the time annually. This may include working long-hours and weekends in the first weeks of each EOA, and occasionally engagement with set-up of small OEA offices that includes carrying and lifting ICT equipment for several persons.

Tasks and Responsibilities:

Under the general supervision of the Procurement Officer and on behalf of the Second Deputy Director/Chief of Fund Administration, the Associate Procurement and Contracting Officer (EOM)will be responsible for:

  •  Procurement of goods and services – taking part in EOM mission planning and preparation by developing a Mission Procurement Plan for each EOA, conducting preliminary market research, drafting tender documents, coordinating evaluation of received offers;
  •  Negotiating contract’s terms and conditions including prices, delivery and payment terms, vendor obligations, post purchase service level, ensuring best interest for the OSCE and ODIHR;
  •  Preparing and signing contracts and agreements;
  •  Coordinating all procurement actions in the field with relevant ODIHR Procurement Staff in Warsaw; liaising with relevant OSCE/ODIHR staff;
  •  Initiating and administering of the full recruitment and selection process for local support staff in the EOAs (from 15 to 200 staff, depending on the size of the EOA);
  •  Administering of HR contracts for the local mission staff in line with the CRMS and relevant administrative procedures;
  •  Supervising locally recruited logistics, procurement and supply assistants during EOAs;
  •  Ensuring that procurement actions performed by locally recruited staff are in compliance with the OSCE Common Regulatory Framework (CRMS), ODIHR guidelines and Code of Conduct;
  •  Maintaining a full inventory of EOA Assets;
  •  Co-ordinating all shipments and disposal of EOA mobile equipment in accordance with OSCE procedures;
  •  Providing adequate and timely information to EOA Budget Assistant (BA) to raise relevant Purchase Requisitions (PRs);
  •  Preparing Purchase Orders (POs) and obtaining approvals in Oracle system;

Necessary Qualifications:

  •  First-level university degree in business administration, material management, procurement, logistics, human resources or a related field;
  •  Minimum of four years progressively responsible professional experience in procurement and/or logistics, including experience with an international organization, governmental institution, non-governmental organization, or major commercial enterprise;
  •  Professional knowledge of English is mandatory;
  •  Working knowledge of Russian is highly desirable; knowledge of any other OSCE language would be considered as an asset;
  •  Strong communication, negotiation and interpersonal skills;
  •  Excellent planning, organizing and multi-tasking skills;
  •  Ability to handle difficult situations with tact and confidence. An ability to be discreet and retain confidentially;
  •  Ability to cope with physical hardship and willingness to work extra hours under pressure and in environments that may have limited infrastructure and/or sensitive political setting;
  •  Ability to travel extensively;
  •  Ability to work with people of different national or cultural backgrounds while maintaining impartiality and objectivity;
  •  Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities.

Remuneration Package:

Monthly remuneration is around 5,300 EUR, with the actual monthly salary depending on post adjustment and family status. OSCE salaries are exempt from taxation in Poland. Social benefits will include participation in the Cigna medical insurance scheme and the OSCE Provident Fund. The Organization contributes an amount equivalent to 15% of the employee’s salary to this Fund and the employee contributes 7.5%. Other allowances and benefits are similar to those offered under the United Nations Common System.

Appointments are normally made at step 1 of the applicable OSCE salary scale.

If you wish to apply for this position, please use the OSCE’s online application link found under

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.

Please note that vacancies in the OSCE are open for competition only amongst nationals of participating States, please see

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

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.

The mandatory retirement age at the OSCE is 65 years for contracted positions at the general service, professional and director level. The organisation shall apply an age limit of 63 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.

Additional Information

  •  Issued by: Office for Democratic Institutions and Human Rights
  •  Requisition ID: ODI000094
  •  Contract Type: International Contracted
  •  Grade: P2
  •  Job Level: Professional
  •  Job Type: Contracted
  •  Number of posts: 2
  •  Location: ODI – Office for Democratic Institutions and Human Rights (ODIHR), Warsaw
  •  Issue Date: Sep 5, 2023
  •  Closing Date: Sep 26, 2023
  •  Employee Status: Fixed Term
  •  Schedule: Full-time
  •  Education Level: Bachelor’s Degree (First-level university degree or equivalent)
  •  Target Start Date: As soon as possible


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October 2023