Admin and Procurement Associate At International Development Law Organization

Overview & Responsibilities

The Position

Under the direct supervision Field Program Manager, ensures the implementation of IDLO’s procurement process and policy. Is responsible for supporting the effective management of procurement contracts and administrative tasks.

Expected key results

1. Management of the Administration

• • • Provide logistical support to program activities. – Coordinate and ensure smooth implementation and compliance with logistics procedures. – It serves as the main administrative focal point and liaison with other offices, individuals, sub-grantees and institutions on operational matters related to Programs. – Support overall office maintenance and ensure that all office equipment and facilities are well maintained and accessible according to maintenance schedules. – Coordinate essential central services such as post office, cleaning services, and waste disposal. – Assist the program team in preparing documentation for workshops as requested. – Ensure essential documents are archived and scan requested documents. – Assist in the management of office supplies. – Act as the focal point of the country office for human resources inquiries related to license management, insurance, and contractual issues. – Coordinate the issuance of business cards/badges for new staff upon request. – Carry the handling, control, and cash reports. – Manage the administrative and operational procedures for records of exemptions, tax exemptions, permits, visas, and other related. – With the direction and support of HQ ICT, who holds primary responsibility for the matter, assists in software and hardware upgrades and provides technical assistance to employees when needed. – Perform translations from English to Spanish.

1. Procurement Management

• • • Coordinate and be the focal point for the implementation of IDLO’s procurement process and policy. – Manage the implementation of IDLO’s procurement process and policy. – Assists in the planning of procurement of items for the office in collaboration with the Country and Procurement Office. – Maintenance of the file system in the purchasing unit. – Prepare documents for field office procurement, requests for quotes, purchase orders, exempt purchase orders, service contracts and award recommendations and other related and necessary ones. – Maintain a database of suppliers under framework agreements for procurement purposes. – Continual update of market prices for supplies needed in procurement processes. – Maintain and update the office inventory list. – Support staff training in procurement, share knowledge and support staff in ensuring compliance with all aspects of procurement. – Support the effective management of procurement contracts, ensuring that all contracts are updated and archived. – Support the process of creating/modifying suppliers and facilitate the evidence-checking of necessary due diligence. – Perform other related functions requested by the Country Manager.

1. Contribute to the development, transfer of capacities and improvements for the internal control of procurement and administrative processes.

• • • Comply with all internal control processes established by IDLO. – Generate ideas and develop proposals aligned with the priorities of IDLO and its Programs in Honduras. – In coordination with the Program Development Unit, Financial Officer and supervisor, periodically develop proposals aimed at innovatively expanding the supplier portfolio for IDLO. – Collaborate with country program staff and local partners, ensuring knowledge transfer with the different units involved in procurement processes.

Job Requirements

Education

• University graduate in the areas of Business Administration, Industrial Engineering, International Commerce, or other fields.
• Postgraduate studies or other specializations will be valued.

Experience

• 5 years of relevant professional experience, providing administrative and procurement support, preferably within international organizations/environments.
• Experience to lead administrative and procurement processes.
• Experience, skill, and competence for the management of systems and platforms.
• Knowledge of Honduran policies and regulations in fiscal and related matters.
• Previous experience in a Front Office environment or support role for a senior official is a big plus

Languages

• • • • Professional/technical level proficiency in Spanish and English is required.

Specific knowledge, skills, and competencies

• Strong interpersonal skills, including diplomacy and the ability to work constructively with various internal service departments.
• Strong ICT skills and knowledge of Microsoft Office (Word, Excel, PowerPoint, Access, Outlook, Teams, Excel), Adobe PDF and virtual meeting software.
• Strong organizational skills and a track record of managing multiple priorities and competencies with success and professionalism, with minimal oversight.
• Experience in scheduling and organizing face-to-face and virtual meetings and conferences.
• Ability to work well with others and actively participate with units.
• Works effectively within and outside IDLO’s organizational boundaries.
• Excellent written and verbal communication skills.
• Ability to work under pressure with tight deadlines, flexible, and proactive spirit.
• Proven ability to see through set tasks and deliver results.
• Great sense of ethics, integrity, credibility, and commitment to IDLO’s mandate.
• Ability to write technical reports and ease of expression in verbal and written form.
• Work well with others and participate actively. Share information, contribute, encourage, and motivate others to get involved in team activities. Provide constructive feedback and willingly help others.
• Contributes to a fair environment that fosters collaboration and cooperation. It works effectively across and within IDLO’s organizational boundaries.
• Ability and willingness to travel in and out of the country, if necessary.
• May not hold public office simultaneously.

Terms & Conditions

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 9 months, with the possibility of extension subject to performance and availability of funding.

In addition, IDLO shall offer a yearly basic salary of USD. 21,432, medical insurance and leave entitlements, including in accordance with IDLO Employee Regulations and Rules.

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorisation permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees.

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates.

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature, or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

The deadline to apply for this position is November 24, 2022 (23:59 Rome time).

Annual Compensation

USD $21,432.00/Yr.

DISCLAIMER
The above statements are intended to describe the general nature and level of the work being performed by the employee/consultant/intern assigned to this work. This may not be an exhaustive list of all duties and responsibilities. The Director-General of IDLO reserves the right to amend and change responsibilities or even to cancel the consultancy opportunity to meet business and organizational needs as necessary. All applications will be treated with the strictest confidentiality and in compliance with IDLO’s policy on personal data protection.