Assets Administrator (G5)

 Issued by: OSCE Mission to Bosnia and Herzegovina

 Requisition ID: BAH000036
 Contract Type: Local Contracted
 Grade: G5
 Job Level: General Services
 Job Type: Contracted
 Number of posts: 1
 Location: BAH - OSCE Mission to Bosnia and Herzegovina, Sarajevo
 Issue Date: Aug 30, 2023
 Closing Date: Sep 27, 2023
 Employee Status: Fixed Term
 Education Level: High School Diploma / (GED)
 Target Start Date: Dec 05, 2023

NOTE: Please note that this position is subject to budget approval.

Background:
The Asset Management Unit, among other duties, is responsible for ensuring that all asset, inventory and logistics
management activities are conducted in compliance with the Common Regulatory Management System (CRMS).
Asset Management Unit is ensuring optimal utilization and management of all Mission assets, database management
registering and maintaining the records of the Mission assets - bar coding system, physical inventory of the assets,
reconciling and adjusting the assets database, retiring of assets in Oracle in accordance with FMMC and CFA
decisions.

The main purpose of the post is to provide administrative and technical support in ensuring effective execution of
transparent and efficient provision of services and processes in the Mission’s asset management function. This,
among other things, includes serving as a primary requestor for goods/services required by Fund Administration
Unit and Shared Service Programmes, day-to-day receiving, inspecting and recording of assets procured by the
Mission, supporting the Mission’s automated system of verification of goods and services ordered, preparation of
write-off cases of Mission assets and monitoring and acting upon the results of expenditures of various service
contracts.

Tasks and Responsibilities:

Under the supervision of the Senior Materials Management Assistant (G6), the successful candidate will
be tasked with the following duties:

1. Gathering necessary information and creating Purchase Requisitions in Oracle related to procurement
of diverse goods and/or services required for the Fund Administration Unit and Shared Services
Programmes in accordance with relevant OSCE procedures;

2. Initiating the Confirmation of Receipt of Goods/Services Form in the Mission’s paperless office
environment and attaching relevant supporting documentation (Purchase Orders, invoices, delivery notes,
confirmations of receipt, etc.) as part of the automated process of reviewing and verifying invoices
submitted by the third party suppliers of goods and/or services requested by and procured for all Mission
Programmes. Primary point of contact in the Mission for collecting all invoices submitted by suppliers and
contacting suppliers for correction of invoices and/or providing additional documents;
 3. Inspecting goods for compliance with the quality specifications in accordance with the Purchase
Order and in co-operation with respective Programmatic staff; Performing and co-ordinating receiving of
assets and materials for the Mission in Oracle;

4. As instructed by supervisor, preparing disposal of assets cases for consideration of the Mission’s
Fund Materials Management Committee to include preparation of write-off reports and information on
proposed reasons for and method of disposal. Participating in Annual Physical Inventory verification of the
assets in the Mission. Supporting Annual Inventory findings reconciliation. Preparing and processing
handovers (both iAssets and hardcopy when necessary), taking follow up actions on not scanned assets
and handovers pending signatures. Performing tasks related to general management of Mission assets;

5. Monitoring annual expenditures under the various contracts to ensure compliance with the approved
financial ceiling amounts. Preparing documents for annual contracts evaluations, keeping a register of all
Blanket Purchase Agreements and their execution during the year on quarterly/monthly basis, requesting
and compiling quarterly forecasts of expenses from relevant FAU Sections.

For more detailed information on the structure and work of the the OSCE Mission to Bosnia and
Herzegovina, please see: https://www.osce.org/mission-to-bosnia-and-herzegovina.

Necessary Qualifications:
 Completed secondary education, supplemented by formal education or training in
administration, logistics and supply;
 Minimum four years of working experience in commerce, business with established
knowledge of the principles of purchasing, stock management, ideally in international
organization;
 Excellent knowledge of the local market and negotiation skills;
 Ability to conduct research and collect information from a variety of sources;
 Organizational skills and ability to work independently with minimum supervision. Ability to
work with people of different nationalities, religions and cultural backgrounds;
 Ability to adjust to a broad range of new tasks in a complex administrational environment in
a short timeframe;
 Customer service oriented; ability to work in a confidential environment and maintain a high
level of discretion;
 Demonstrated gender awareness and sensitivity, as well as the ability to integrate a gender
perspective into tasks and activities;
 Holding a valid driving license;
 Computer literate with practical experience with Microsoft applications or other ERP
systems;
 Excellent oral and written communication skills in English and local language.
Remuneration Package:
Monthly remuneration, subject to social security deductions is 2,362.17 BAM/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. At the discretion of the
appointing authority a higher step may be approved up to a maximum of step 3 subject to specific
conditions