Contracts Management/Administrative Officer

The Contracts Management/Administrative Officer will report to the Head of Mission Support Department. As part of the Mission Support Department, s/he will contribute to the efficient and effective completion of relevant tasks.

Duties and Responsibilities

The Contracts Management/Administrative Officer will be required, in accordance with the EUAM Mandate, Code of Conduct and the General Service Conditions for Locally Contracted Staff Employed by EUAM Ukraine, Serving in Ukraine, to perform the following tasks:

Pre-Tendering Phase

• Upon receiving instruction from the Head of Mission Support Department and the technical specification or terms of reference or bill of quantities to carry out market researches in compliance with the relevant Mission Procurement SOP and the EU policies on procurement and competition;
• To submit Justification Notes  for the conducted market researches (findings report), including list of vendors to be invited to tender and optimizing the technical specifications, terms of reference, or bill of quantities in coordination with the Mission contract or project managers; 
• To establish and maintain a list of vendors to be used for future procurement of similar supplies, services or works;

Contract Implementation Phase

• To monitor and systematically data and report to Head of Mission Support Department and the Requesting Units/Sections on contract utilization statistics after consulting with Mission Units or contract managers;
• To maintain database regarding existing contracts duration and report on expiration dates and dates for renewals and/or cancellation of contracts;
• To liaise with the Procurement Unit and support contract or project managers providing advice, guidance and assistance;

MSD Administrative Support

• Assist the Head of Mission Support Department with the daily running of the office;
• Translate Mission Support Department related documents from Ukrainian to English language and vice versa;
• Arrange meetings and draft itineraries;
• Schedule appointments and meetings;
• Perform spoken translation during meetings, take notes/minutes;
• Perform administrative and secretarial duties, draft memos, letters, reports and other requested documents;
• Carry out office duties and maintain filing systems, file documents and recorded data in appropriate database, spreadsheets and all data related files;
• Prepare MS PowerPoint presentations and visit programs for the guests of Mission Support Department;
• Handle information with confidentiality and discretion;
• Perform any other related task as requested by his/her Line Manager.

Qualifications and experience

Eligibility criteria:

• Enjoy full civil rights and not to have a criminal record; 
• Citizenship of Ukraine and/or holding permanent resident and work permits according to Ukrainian laws;
• Have fulfilled any obligations imposed on him/her by the laws concerning military service;
• Successful completion of university studies attested by a Bachelor’s degree in Public Administration, Contract Management and Procurement, Supply Chain Management, Business Administration/Management, Finance, Economics, Law, Political Science, International Relations, Social Sciences, Linguistics, or a closely related field of study (Bachelor’s degree is a requirement);
• After having obtained the university degree, at least five (5) years of relevant and proven full-time professional experience in a related field of work in the private and/or public sector, especially in positions requiring contract management or a similar field.

Essential criteria:

• Be physically fit to perform the duties relating to the post;
• Professional fluency in English and Ukrainian languages, both oral and written;
• Very good knowledge and experience of MS Office Suites and SharePoint;
• Experience in positions requiring excellent analytical and organizational skills, with a service- and project-oriented approach;
• Previous experience of using data for preparing reports.

Additional advantageous assets:

• Professional experience in an EU and/or International environment;  
• Experience of working in an intercultural environment, with respect of diversity.

Personality assets:

• Have strong sense of initiative, responsibility and autonomy; 
• To focus on priorities, to monitor and evaluate procedures and processes;
• To deliver work on time and to agreed standards, even under pressure;
• To build productive and cooperative working relationships with other staff members.