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Job Title: Procurement Assistant                                                     Reports to: Caritas Moldova Director

To Apply: Please send your CV and Cover Letter to secretariat@caritas.md as soon as possible.

About Caritas Moldova:

Caritas Internationalis is a confederation of 165 Catholic relief, development and social service organizations working to build a better world, especially for the poor and oppressed, in over 200 countries and territories.  Caritas works without regard to creed, race, gender, or ethnicity, and is one of the world’s largest humanitarian networks.

Founded in 1995, Caritas Moldova is part of Caritas Internationalis and aims to carry out the charitable and social action of the Church - reaching out to the poor, vulnerable and excluded, regardless of race or religion, to build a world based on justice and fraternal love.

Job Summary:

As the Procurement Assistant, you will provide day-to-day delivery of responsive, effective and efficient project administrative activities and assist other procurement staff to run an efficient and well-documented procurement process in support of Caritas Moldova’s emergency response serving conflict-affected Ukrainians in Moldova. You will provide consistent and high-quality service and contribute to the proper stewardship of project resources to help ensure operational effectiveness in support of high-quality programming.

To Apply: Please send your CV and Cover Letter to secretariat@caritas.md as soon as possible.

Roles and Key Responsibilities:

• Assist other procurement staff in running an efficient and well-documented procurement process.
• Ensure that all purchase requisitions are clear and complete.
• Assure that the procurement log is up to date.
• Ensure that all requests for quotations are clear and complete.
• Prepare purchase orders and in accordance with agency procurement policies and procedures.
• Negotiate with suppliers as necessary and appropriate.
• Handle correspondences concerning discrepancies in Caritas Moldova and vendor documentation.
• Create and maintain continued working relationship with local supplier sales representatives.
• Make visits to supplier stores and production facilities whenever the situation warrants.
• Constantly investigate new sources of vendors, materials and services.
• Ensure proper filing of all documents.
• Create individual files for vendors, as well as for commodities and services, to speed up procurement operations.
• Perform additional duties as assigned

Additionally, the Procurement Assistant has key Safeguarding Duties:

-Assumes responsibility for fully understanding the protection policy and its implications.

- Act in accordance with the Code of Ethics and Conduct, comply with the Safeguarding Policy at all times (in professional and personal life) and seek clarification if anything is unclear

- Performs duties in a manner that does not harm children, vulnerable adults or other employees / volunteers, does not expose them to additional risks of abuse or exploitation.

- Promotes a respectful and trustworthy office and field environment with beneficiaries and community members.

- Report any Safeguarding issues according to Caritas Moldova procedures.

Basic Qualifications

• High School Diploma required. Professional Diploma/Certificate or courses in Administration a plus.
• Experience working in an office environment in a procurement, clerical, or administrative role preferred.
• Experience with a local or international NGO a plus.
• Experience with typing/word processing, data entry into online databases and forms, and working with various office equipment.
• Experience in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems. Proficient in Word.

Required Languages – Written and spoken proficiency in Russian, Romanian and English required.

Travel – Must be willing and able to travel to supplier sites occasionally as needed.

Knowledge, Skills and Abilities

• Communicates strategically under pressure
• Excellent knowledge of local operating environment and communities.
• Knowledge and understanding of generally accepted procurement and asset accounting principles.
• Planning and organizational abilities.
• Good analytical and problem-solving skills.
• Demonstrated ability to prioritize, manage multiple tasks, delegate responsibilities and ensure follow-up.

Supervisory Responsibilities: None

Key Working Relationships:

Internal: Procurement staff, other Caritas Moldova staff

External: local vendors and service provides, local customs officials, other local government officials

Caritas Moldova is committed to the protection of children, vulnerable adults and employees against any form of abuse and exploitation.

Caritas Moldova welcomes as a part of our staff people of all faiths and secular traditions who share our values and our commitment to serving those in need.

Disclaimer:  This job description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

Caritas Moldova’s recruitment procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.