WeWorld Moldova is looking for a Procurement and Logistics Officer

WeWorld Moldova is looking for a Procurement and Logistics Officer

WeWorld is a secular, independent Italian organization that has been active in international cooperation and humanitarian aid since 1971. Present in 27 countries with 165 projects, WeWorld is involved in the following areas of assistance: human rights (gender equality, preventing and combating violence against children and women, migration), humanitarian aid (prevention, emergency relief and rehabilitation), food security, access to water, sanitation and hygiene, education, global citizenship and international volunteering. WeWorld works with local and international partners to develop and implement projects on the ground that improve the daily lives of people in emergency situations, and to guarantee a dignified life, opportunities and a better future through human and economic development programs, within the framework of the Agenda 2030. WeWorld has been present in Moldova and in Ukraine since 2022, in the fields of food security, education, protection, livelihood, and social cohesion.

Joining the WeWorld team means being part of the development of a dynamic organization where the contribution of each staff member is valued, working together towards the collective achievement of shared goals and vision. More information available on https://www.weworld.it/

1. WORKING CONDITIONS AND REMUNERATION

Location: Moldova, Chisinau

Contract: 6 months with possibility of extension. 1 month trial period

Starting date: As Soon As Possible

Line manager: Country Finance Manager

Salary: To be defined according to the candidate's profile.

2. MAIN RESPONSABILITES

2.1 Procurement/Stock Management

• Responsible for the procurement of good and services related to the projects, according to WeWorld procurement policies.
• Supports budget holders and Country Finance Manager on the preparation of the Project Procurement Plan.
• Ensure prompt updates on the status of the procurements on going.
• Responsible for small logistics related purchases for the offices, according to WeWorld procurement policies.
• Responsible for management of stock of consumables and stationery used in the office and keeping updated stock record.
• Responsible of stock as per WeWorld Logistics Manual: Manages the stocks and the inventory of the premises (main office and field offices), with reference to furniture and equipment, keeping adequate documents and tracking, i.e. stock reports.
• Ensure completeness, correctness and update the archive of all the documentation related to the procurement.
• Implementation of office costs monitoring system and input in logistics budget monitoring and planning (uses it to insure cost effectiveness) in cooperation with Line Manager and Finance department.

2.2 Fleet Management

• Supports the correct implementation of the WeWorld-GVC Driving Guidelines, ensuring that all tools/ safety equipment is available, and documents are correctly produced and collected.
• Supervises and ensures that fleet rules are implemented, understood, and respected on all bases.
• Collects and analyses together with the Finance Officer the cars’ logbooks on a weekly basis and archive them.
• Coordinates and arranges work-related movements for national and international staff.
• Focal point for accidents, damage and any other activities related to the rented fleet across the mission.
• Ensures that spare keys of the car are kept in safe place with restricted access.
• Responsible for monitoring all vehicle movements on a daily basis.
• Assists in the hiring and check of new drivers or Logistician assistant.

2.3 Premises Management

• Base management – office, community centre and GH cleaning, maintenance, office supplies, communication and IT (internet, notebooks, printers, phones) in collaboration with the IT focal point;
• Management of all storage premises (Guest House, office, garage etc. if applicable).
• Arranges for maintenance works to the premises, when needed and manages all related documentation, including all contractual relations.
• Ensures that spare keys to guesthouses and offices are kept in safe place with restricted access.
• Ensures efficient and adequate lodging premises for permanent or visiting staff, including its maintenance and equipment arrangements.

2.4 Assets Management

• Management of all WeWorld assets on the mission, i.e. procurement (in cooperation with PMs and Country Finance Manager), coding, inventory, maintenance, disposal, follow up and handover process with all relevant documentation to be filled out each time there is receipt or dispatch of assets according to requests.
• Responsible for distribution and monitoring of existing assets/equipment of the office and field bases, according to operational needs.
• Responsible for maintaining updated asset inventory to be sent to the Country Finance Manager.
• Responsible for planning of project equipment for the mission in cooperation with PMs and Finance departments.
• Responsible for ensuring safe storage in locked and secure place of all.

2.5 Coordination and Support

• Responsible for directly supervising the Logistics Assistant in the field bases.
• Supports Country Representative with any urgent logistics needs.
• Coordinates with the Operations Unit and program team to ensure supply chain is highly functioning and efficient.

2.6 Other

• Performs any other duty as required by the Line Manager or the Country Representative.

3. REQUIRED PROFILE FOR THE POSITION

1. Qualifications and Professional Experience

• Bachelor's or Master’s Degree in Logistics, Supply Chain Management, social science, accounting or related field, or as alternative Certification or previous experience in development and humanitarian field
• At least 3 years of experience in procurement and Logistic. At least 6 months experience in development and humanitarian field
• Working Knowledge of English. Fluency in Romanian or Russian
• Good knowledge of MS Office

2. Personal Skills

• Strong capacity to adapt behavior to the needs of the situation in dynamic contexts, while dealing with different situations
• Strong flexibility to work in structured and not-structured l team.
• Capacity to work under stress, autonomously and in problems prevention/resolution.
• Proven organizational skills and ability to effectively manage multiple tasks.
• Good communication, negotiation skills and sensitivity in dealing with clusters on critical issues.
• Strong organizational and problem-solving skills with analytic approach
• Ability to integrate and work well within multi-ethnic and multicultural teams.
• Strong commitment to the Mission of WeWorld, genuine interest for humanitarian aid.

WeWorld is an equal opportunity organization and will not allow discrimination based upon age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law. WeWorld has also a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. Safeguarding checks are part of the selection process. WeWorld commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. WeWorld promotes a welcoming, diverse and discrimination- and harassment-free workplace and expects the highest standards of behaviour from all its staff, who are requested to adhere to the principles and behavioural rules defined in the CoEC and the Organisational Policies. The Code of Ethics and Conduct (CoEC), PSEAH, Child safeguarding and all the organisational policies can be found here: https://www.weworld.it/en/about-us/transparency

The Procurement and Logistics Officer must at all times act in accordance with WW's humanitarian quality management system, including WW's Code of Ethics and Conduct (CoEC), PSEAH, Child

safeguarding, Antifraud and Anticorruption Policies, and the Humanitarian Accountability Partnership (HAP) Standard.

This Job Description is an integral part of the employment contract and outlines the responsibilities and expectations associated with the position of Procurement and Logistics Officer at WeWorld Moldova. Both the Organization and the Employee are expected to adhere to the terms and duties described herein.

5. RECRUITMENT PROCEDURE

• (1) Pre-selection based on application - (2) Technical test and Individual interview
• Applications that do not match the profile or are incomplete will not be considered. 
• Only shortlisted candidates will be contacted for the written test and/or the interview. 

6. DOCUMENTS REQUIRED FOR THE APPLICATION

• A motivation letter addressed to the Head of Mission. 
• An updated, dated and signed CV including a list of at least two (02) references corresponding to the last direct supervisors (their telephone numbers and e-mail addresses must be specified). Also, the dates (start and end) of the various positions held must be specified. · Receipt of applications: only by e-mail md.hr@weworld.it , quoting the job title in the subject line
• Recruitment is open until 13/05/24 or ‘the position is filled’
• Only successful candidates will be contacted for further consideration.