Procurement and Administrative Assistant - MRCC

Description de la mission

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

Description du projet ou contexte

Introduction

Expertise France (EF) is a public agency created on 1st January 2015 and merging 6 French public agencies under the supervision of the French Ministries of Foreign Affairs and Economy and Finance, with a strong inter-ministerial vocation. EF offers program engineering and technical assistance by developing and implementing international cooperation actions worldwide. EF operates in various fields of development and institutional cooperation including safety and security reform, post-crisis/ stability, public health, human rights, strengthening of institutions and NGOs and governance. Carrying out large-scale, multi-stakeholder programs, EF can ensure the cooperation between individuals, teams and institutions with very different statuses, cultures and specialties. Besides, EF has acquired a sound experience in administrative and financial management of large-scale international programs.

Context & Needs

The Agence française de Développement (AFD) has set up a dedicated financing instrument for peace and resilience in the Middle East, called the Minka Middle East Initiative. This instrument finances projects aiming at increasing living conditions and access to essential services of crisis-affected population. These projects should also contribute to build trust between State and society and reduce tensions between communities.

In Mosul, AFD aims at launching activities in the newly rehabilitated MRCC established within and under the leadership of the University of Mosul. This project proposal received strong support from the Iraqi authorities and stakeholders met on AFD’s first mission in the health sector in Iraq, during the second quarter of 2019.

AFD expressed interest to participate in the final investments required to upgrade the current medical equipment and ensure the proper functioning of this site with a granted amount of 10 million euros. With the financing of the acquisition, maintenance and/or repair of medical equipment and infrastructure. Including small renovations as well as mechanical, electrical and plumbing engineering to ensure the proper functioning of the material and equipment. The project will also support the reinforcement of the MRCC management strategy, as well as training of medical, paramedical, and administrative personnel.

The overall objective of the project is to improve access to quality and accessible healthcare services for the population of Nineveh Governorate.

It breaks down into three specific objectives:

To support the proper functioning of the newly rehabilitated Medical Research and Care Centers in Mosul University;
To strengthen the capacity, skills and resources to attract and retain qualified employees of the Medical Research and Care Centers;
To support the Mosul University's management capacities to ensure the long-term sustainability of the project.

Profil souhaité

Required Skills and Experience

Education

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

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

Competencies

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

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.

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

Informations complémentaires

Mission area:

Erbil - with frequent travels to Mosul or Bagdad

Contract

Starting date: February 2023

Remuneration: According to Expertise France grid.