Administration and Procurement Officer

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Deadline for application: 
16 May 2019
Organisation: 
Terre des hommes Kosovo
Job type: 
Finance/Administration

Terre des hommes Mission in Kosovo is seeking to recruit an Administration and Procurement Officer based in Kosovo

General conditions:

Employment Contract.

Duration of the Contract: 01.06.2019-31.12.2019

Position Start Date: June 2019;

Location of duty: Prishtina

BACKGROUND:

Terre des hommes (Tdh) Albania & Kosovo is a non-profit making organization which has been operating for over 15 years in the field of child rights and child protection, leading the establishment and strengthening of a national child protection system in Kosovo. Terre des hommes’ area of expertise ranges from direct psycho-social interventions with vulnerable children and their family and community members, to empowerment of local, regional and national level governmental institutions and key stakeholders through capacity-building and on-the-job training in order to develop and implement proper child-sensitive structures, policies, standards and procedures. Terre des hommes Kosovo has 3 main programs of interventions: 1) Child Protection 2) Migration and Anti-Trafficking 3) Juvenile Justice.

PURPOSE OF THE POSITION: Under the supervision of their direct superior, the Administration and Procurement Officer (APO) manages and acts as an administrative support for the delegation, while following and carrying out specific responsibilities. The APO provides any necessary administration, procurement and logistics support for any project or program within the delegation.

DUTIES AND RESPONSIBILITIES:

 Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.

 Carry out any administrative activity related to the mission;

 Ensure the fulfilling of all necessary formalities required by the government or any other official agency;

 Compose, type, and distribute meeting notes, routine correspondence, and reports; Fondation Terre des hommes

 Take part in the drafting of the mission's contractual documents (in collaboration with the local authorities, partner OSI and local NGOs, suppliers, rental agreements, etc.) within their areas of expertise;

 Ensure that contracts for services, etc. respect the national legislation;

 Guarantee the security and management of any goods and inventory at Tdh, and organize the assignment and provisioning of the equipment;

 Guarantee the logistic management of the programs within their areas of intervention, as well as the material resources, and control that provisioning is carried out according to the set planning;

 Assists Tdh project staff in organizing field activities, makes sure that all needed materials/equipment’s are provided in timely manner;

 Deals with the procurement procedures based on the office and project needs respecting Tdh practices on this behalf; Follows booking of hotels, training rooms etc. as necessary;

 Identify the needs, choose the suppliers, set and guarantee the budget tracking in their domain, monitor the necessary reinforcements for the equipment and advise/organize the purchases according to the rules set in the procedures manual;

 Ensure the logistic management of expatriates and visitors (reception, accommodation, travels, etc.);

 Ensure the logistic aspects of travels within the project framework (planning, vehicles, routes, etc.), as well as preventive and curative maintenance of the fleet of vehicles;

 See to the payment of the monthly invoices to suppliers and service providers within the due deadlines;

 Ensure the fulfillment and adherence to the signatories' schedule for purchases and payment authorizations;

 Responsible for the Tdh mission in Kosovo CASH box (register on daily basis Cash movements and cash& safe inventory on every last day of the month and preparing monthly Cash book and advance statements following the organization’s financial regulations;

 Checks invoices received from staff before payment;

REQUIREMENTS AND QUALIFICATIONS:

 University Degree in relevant field, such as, Business Administration or Management, Finance, etc.

 At least 5 years of proven relevant professional experience in INGO.

 Strong organizational, planning, prioritizing and administrative skills; ability to self-direct in a fast-paced, multi-task environment;  Set and understand the legal, administrative and financial documents related to logistics ;

 High knowledge the procurement procedures;

 Shows negotiation and supporting skills;

 Communicates in a clear, concise and responsible way;

 Proactive, able to think critically and independently ;

 Excellent written and spoken English;

 Strong software skills in Microsoft Office ; 

Child Safeguarding policy: To commit to respect Tdh Risk Management Policies including: Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy.

How to apply: All qualified applicants are strongly encouraged to apply and to submit the following documents to kos.hr@tdh.ch:

 Curriculum Vitae

 Motivation Letter in English

 Copy of ID

Application for this vacancy will be open from 02 of May, 2019 until 16 of May, 2019 at 17:00 hrs. Please include “Administration and Procurement Officer” in the subject line.

Please note that applications received after the deadline will not be considered. * Before any hiring is made the applicant will submit:

 Three references filled in the TDH format that will be sent directly from TDH;

 Certificate of criminal background check from Kosovo Police;

 Certificate of background check from the Court;

 Certificate of medical report;

* Due to the high numbers of applications, Tdh is not in a position to respond to everyone individually. Please note that only short-listed candidates will be contacted.

This project is funded by: