Under the supervision and guidance of “Chief of Procurement and Rehabilitation Component”, the “Procurement and Administrative Assistant” is responsible for effective delivery of promotes a collaborative, client focused, quality and result oriented approach in the Procurement services of MRCC.

General Administration:

• Maintain and update procurement records including filing of contracts, develop and maintain a filing system, binding and scanning of documents, updating contractual documents

• Schedule and coordinate Meetings including organizing meeting rooms or via Microsoft Teams, taking notes and minutes in meetings, preparing documents for meetings

• Maintain and update the contact lists of all corporate services contracts/supplier list

• Assist in the preparation of regularly scheduled reports

• Follow-up with Logistics department on MRCC team travel support is provided

• Ensured security clearance, travel authorization, tickets for field visit of project staff

• Liaise with finance reconciliations of receipts and payment

• Manage event organizers and follow up on required services to be delivered

• Maintain Inventory and records for purchased equipment and prepare donation letters accordingly.

• Interpretation when required from English to Arabic and/or Kurdish and assistance at meeting between the procurement and vendors.

Procurement:

• Assess procurement requirements, prepare procurement plans, draft specifications, and initiate procurement process

• Assist and support in the procurement’s procedures / tender documents for RFQs, RFPs, for MRCC procurement

• Arrange meeting to evaluate tenders and quotation documents as and when required

• Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement and deal with performance evaluation of vendors

• Assist to ensure timely procurement of goods/logistical requirement and services through monitoring the procurement progress with vendors

• Prepare reports on procurement for project staff

• Researching pricing obtaining quotes locally on items

• Assist with the coordination with the selected bidder to ensure completion of administrative processes including Bid Security, contract award notice and that contract supportive documents are distributed accordingly.

• Tracking all transactions of each procurement

Competencies

1. Corporate Competencies:

• Demonstrate integrity by modelling EF values and ethical standards (human rights, peace, understanding between peoples and nations, tolerance, integrity, respect, results orientation impartiality.

• Promotes the vision, mission, and strategic goals of EF

• Displays culture, gender, religion, race, nationality, age sensibility and adaptability

2. Functional Competencies:

• Maintain relationship with primary and secondary stakeholders, focus on impact, response positively and give feedback timely and timely response to queries

• Demonstrate good oral and written communication skills

• Demonstrate openness to change and ability to manage complexities

• Demonstrate administrative skills and demonstrated results-oriented approach to work

• Ability to maintain records, skills of compliance of the goods and services as well as communication and presentation skills are required

• Ability to accommodate cultural sensitivity and respect human rights and gender issues in the workplace. Ability to work in a multi-cultural environment

• Computer and internet expertise is mandatory

• Ability for establishing and maintaining good working relationships to facilitate work goals.

3. Knowledge and Learning:

• Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan

• Excellent communication skills (written & oral), sensible responsive to all partners, respect, and helpful relation with all project staff

• Promote a learning Environment Required

Skills and Experience

1. Education

Bachelor’s degree major in business management, Engineers, or any social science related subject with 2 years’ experience of working in INGOs.

2. Skills/Experience

• Minimum 2 years of overall working experience in administration service, procurement, preferably for development projects

• Fluency in written and spoken English and Arabic. Kurdish would be an added advantage

• Excellent computer skills

• Experience of working with development organization would be an added advantage

Only applicants who apply as per the below details will be shortlisted.

• We welcome applicants from all backgrounds and encourage everyone to apply. We particularly encourage women to apply and contribute to our diverse and inclusive work environment
• Only shortlisted candidates will be contacted.

• Deadline of submission: 6th June 2023 23:59
• All applications must include the following (In English and in PDF format only) :

• Detailed CV
• Cover Letter (explaining suitability for the position)

• Applications should be sent to erbil.recruitment@expertisefrance.fr , using the following subject: “Procurement and Administrative Assistant - NJ”
• Expertise France reserves the right to close the announcement prior to the stated deadline as applications are screened on a rolling basis and only short-listed candidates will be contacted for interviews.
• Incomplete applications and wrong title formats will not be considered