USAID Moldova High Value Agriculture Activity (HVAA) Project is looking for an Operations Assistant

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Chemonics International, Inc. seeks a highly qualified Operations Assistant for the USAID Moldova High Value Agriculture Activity (HVAA). This five-year project aims to further stimulate the transformation of the Moldovan high-value agricultural (HVA) sector into an engine of economic growth for the country leading to improved competitiveness and higher living standards for rural Moldovans in the long term.  Moldova HVAA is implemented by USAID contractor Chemonics International, Inc.

Position Description:

The Operations Assistant will be responsible for helping the Finance and Administration Department, working under supervision of HVAA project Finance and Administration Manager. 

Principal Duties and Responsibilities (Essential Functions)

  • Provide support to the Finance and Administration Manager and the Accountant in maintaining proper back-up documentation, hard file management, and reporting
  • Maintain driver mileage logs and manage local transportation requests
  • Document and process staff educational allowance requests
  • Assist Finance and Administration Manager with all human resources needs, including recruitment efforts
  • Under the direction of the Finance and Administration Manager, initiate and oversee procurement efforts for non-grants/subcontracts:
  • Assist in preparation of tenders and solicitations
  • Respond to supplier inquiries about solicitation status and communicate any changes
  • Compare prices, specifications, and delivery dates to determine the best bid among potential suppliers
  • Assist in preparation of all procurement documents, including bid evaluation reports, notifications of award, purchase orders, etc.
  • Track the status of procurement requests, contracts and orders
  • Compare suppliers' bills with bids and purchase orders to verify accuracy
  • Work with finance and administration director, who will approve bills for payment. Charge or forward invoices to appropriate accounts upon receipt of approval
  • Monitor vendor/contractor performance, recommending contract modifications when necessary
  • Prepare, maintain, and review procurement files for accuracy and completeness.
  • Responsible for scanning procurement documents and uploading them on HVAA Server
  • Manage Petty Cash (PC), maintain PC journal and on a regular basis prepare PC reconciliations
  • Assist with hotel accommodations, and in-country transport for project-related travel, including for international consultants
  • Assist with occasional auditing of expenses, such as telephone invoices and travel vouchers
  • Occasionally translate project documents and correspondence between English and Romanian
  • Take minutes at staff meetings and other meetings attended by the COP
  • Assist Communications Specialist with event planning
  • Assist the Finance and Administration Manager and other program staff to ensure smooth delivery of technical assistance, with attention to quality control throughout the program
  • Perform any other administrative or financial tasks assigned by the Finance and Administration, Manager, the COP or Grants and Operations Director which are consistent with this scope of work and the general requirements of HVAA

Required Skills and Qualifications

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills and/or abilities needed to perform the principal duties.

  • Bachelor’s degree preferred.
  • 1 year of experience in finance and administration field preferred. Experience working in an office setting required.
  • Experience in project administration tasks.
  • Proven experience demonstrating attention to details.
  • Demonstrated skills in time management.
  • Experience with USAID-funded projects preferred.
  • Proficiency in English, Romanian, and Russian required.
  • Proven ability to work professionally and constructively as part of team, meet deadlines. communicate effectively and deal with diverse partners in challenging environments.
  • Word processing (Microsoft Word), spreadsheet (Microsoft Excel), e-mail (Microsoft Outlook).

Expressions of interest, CVs and salary history should be sent in English to [email protected] The deadline for submission is July 27, 2018. Only those candidates selected for interview will be contacted. Chemonics International, Inc. (www.chemonics.com) is a U.S.-based international consulting firm providing expertise in developing and emerging-market countries since 1975.




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