CRS Moldova is hiring Procurement and Administrative Manager

About CRS 

Catholic Relief Services is the official international humanitarian agency of the Catholic community in the United States. CRS works to save, protect, and transform lives in need in more than 100 countries, without regard to race, religion, or nationality. CRS’ relief and development work is accomplished through programs of emergency response, HIV, health, agriculture, education, microfinance, and peacebuilding. 

CRS in Moldova and Ukraine    
CRS has operated in different capacities in Moldova since 2004 and in Ukraine since 2017.  CRS works with local partners to implement an integrated, multisectoral program portfolio of humanitarian and development assistance.  In Moldova, CRS is focused on meeting both the immediate and long-term needs of Ukrainian refugees, including cash, education and psychosocial support (PSS) and shelter programs.  CRS is also working with governmental and non-governmental partners to end the placement of children in residential care institutions through the Changing the Way We Care initiative. In Ukraine, CRS’ works in partnership with Caritas Ukraine and Caritas Spes Ukraine, to deliver life-saving humanitarian assistance to Ukrainians affected by the war.

Job Summary:  

You will manage all Country Program systems and processes for local and international procurement of goods and services to advance the delivery of high-quality programming to the poor and vulnerable. Your knowledge and experience will allow you to successfully manage the quality and efficiency of all procurement and purchasing activities and to ensure stewardship, integrity, transparency, and accountability.

Roles and Key Responsibilities: 

               Procurement:

• Manage fully compliant procurement systems and operating procedures and organize the procurement functions. Assess effectiveness and efficiency and lead improvements. Ensure compliance with CRS procurement principles, standards, and policies; donor regulations; and local statutory requirements.
• Coordinate with various departments to proactively assist with goods/services flow analysis and determine the appropriate supply chain modality, needs, quantity, quality, and delivery requirements. Maintain an up-to-date procurement plan. Collaborate with budget holders to develop annual budget plans that meet procurement needs.
• Manage and control the analyze-to-contract process with strategic sourcing solutions to ensure the best value for money. Key activities include market assessment and price monitoring, writing goods/services specifications, defining supplier evaluation criteria, organizing solicitation documents, running transparent and consistent bidding and vendor selection processes, preparation of contracts, etc.
• Ensure the highest level of transparency and integrity amongst the procurement department and prevent fraud along with the procurement process.
• Effectively manage talent and supervise. Manage team dynamics and staff well-being. Provide coaching, strategically tailor individual development plans, and complete performance management for direct reports. Monitor and assess performance to ensure adequate capacity for successful support of high-quality programming.
• Oversee and monitor relationships and transactions with suppliers and voucher vendors, supplier performance, and contractual obligations to ensure contract completion per authorized terms and conditions. Take action to address current and/or potential contractual issues and/or inefficiencies to mitigate risk. Advise on contract/purchase order modifications, if needed.
• Monitor payment terms and schedules through maintenance of open order reports and oversee coordination with the finance team to ensure timely payments to vendors.
• Manage a reliable procurement document trail and database management system for control, accountability, and input for proper inventory recording. Ensure all required information and records are complete, accurate, up-to-date, and properly filed. Oversee report preparation, consolidate reporting, and analyze data for decision-making.

Administrative:

• Plan, coordinate, monitor, and report on CRS office (Moldova and Ukraine) day-to-day administrative and logistics activities to ensure support services are delivered with high quality and efficiency.
• Address challenges that affect the proper stewardship and optimal utilization of program assets and resources in coordination with the CRS Head of Operations for Moldova and Ukraine.
• Ensure administrative systems, processes, and policies are in line with agency standards and donor and local law requirements. Recommend changes in office practices and coordinate revision of systems, policies, and procedures to contribute to operational excellence, as relevant.

Basic Qualifications 

• Bachelor’s Degree in Business Administration, Finance, Accounting, or other relevant field. Masters preferred.
• Minimum of 4 years of work experience in procurement/purchasing management, logistics, and administration with increasing responsibility, preferably with an international organization.
• Good knowledge of various donor procurement regulations (e.g., USAID, EU, UN)
• Additional education may substitute for some experience.
• Knowledge of international and national procurement regulations and local market conditions.
• Strong knowledge of contract terms and proven ability to negotiate terms and agreements and build and maintain networks with suppliers.
• Staff management experience and abilities that are conducive to a learning environment.

Required Languages - English, Romanian, and Russian.

Travel - willing and able to travel up to 15 % within Moldova and to Ukraine. 

Knowledge, Skills, and Abilities 

• Strong planning, coordination, prioritization, and time management skills
• Strong analytical skills with the ability to make independent judgments and decisions
• Ethical conduct in accordance with recognized professional and organizational codes of ethics
• Proactive, resourceful, solutions-oriented and results-oriented
• Strong negotiation, communication, and relationship management skills

Preferred Qualifications 

• Understanding financial systems, including budgeting and budget/expense analysis experience preferred. Knowledge of local accounting and reporting requirements.
• Proficient in MS Office packages (Excel, Word, PowerPoint, MS Teams). Experience with database management systems (e.g., MS Access) is highly desirable.
• Good knowledge of and experience in CVA programming and operational requirements.

Agency REDI Competencies (for all CRS Staff):

Agency competencies clarify expected behaviors and attitudes for all staff. When demonstrated, they create an engaging workplace, help staff achieve their best, and help CRS achieve agency goals. These are rooted in the mission, values, and guiding principles of CRS and are used by each staff member to fulfill his or her responsibilities and achieve the desired results. 

• Personal Accountability – Consistently takes responsibility for one’s own actions.
• Acts with Integrity - Consistently models values aligned with CRS Guiding Principles and mission. And is considered honest.
• Builds and Maintains Trust - Shows consistency between words and actions.
• Collaborates with Others – Works effectively in intercultural and diverse teams.
• Open to Learn – Seeks out experiences that may change perspective or provide an opportunity to learn new things.

Agency Leadership Competencies:

• Lead Change – Continually look for ways to improve the agency through a culture of agility, openness, and innovation.
• Develops and Recognizes Others – Builds the capacity of staff to reach their full potential and enhance team and agency performance.
• Strategic Mindset – Understands role in translating, communicating, and implementing agency strategy and team priorities.

Supervisory Responsibilities: procurement officer, admin manager, logistics officer

Key Working Relationships:  

Internal: CRS staff based in Moldova and Ukraine, and regional team as applicable.

External: NGO partner organizations in Moldova, service and goods suppliers, local council, landlords, and various government institutions.    

***Our Catholic identity is at the heart of our mission and operations. Catholic Relief Services carries out the commitment of the Bishops of the United States to assist the poor and vulnerable overseas. We welcome 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. CRS’ processes and policies reflect our commitment to protecting children and vulnerable adults from abuse and exploitation.  

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

CRS' talent acquisition procedures reflect our commitment to protecting children and vulnerable adults from abuse and exploitation. 

CRS prioritizes candidates who are citizens/ permanent residents of the countries where we have CRS offices.

CRS is an Equal Opportunity Employer

Interested candidates are welcome to apply by sending their CV with email to crsapplicationsmd@crs.org mentioning in the subject line the title of the position “Procurement and Administrative Manager”.