Junior Administrative Expert: Sustainable improvement of Mechanization of Farming System in Minia and Fayoum Governorates 33 views0 applications

Job Summary

Under the supervision of the CIHEAM Bari Headquarter, the Junior Administrative Officer shall be responsible of:

1) all phases related to the preparation of technical and administrative documents,

2) all aspects related to the publication, evaluation and award of contracts

3) management of claims and litigations, in accordance with the provisions of law, deadlines previewed by the project, agreements in force, operational plans, financial and administrative procedures.

The Junior Administrative Officer will be under the direct supervision of CIHEAM Bari Director and/or his Delegates. In order to carry out the drafting of technical specifications, the Junior Administrative Officer will be supported by the Project International Manager and the national and international technical experts.

The Junior Administrative Officer, while providing the required support to the PMU in accordance with the Project document and work plans, the financial and intergovernmental agreements, the implementing agreement MALR/CIHEAM Bari, the procedures, the financial regulation and the personnel rules, policies, regulations and directives of the CIHEAM Bari, shall ensure:

1) the drafting of the procurement plans,

2) the implementation of market surveys in Italy and Egypt,

3) the adjustment, compiling and drafting of applicable forms,

4) the management of the relations with the Egyptians and Italian agencies, donors, services providers, suppliers and contractors,

5) the management and drafting of technical and annual and final financial reports in the parts of his/her competencies,

6) the participation in the tenders evaluation committees (works, services and supplies) related to the Programme,

7) the participation in the Steering Committee.

2. Duties and responsibilities

Under the direct supervision of the CIHEAM Bari Director and/or his Delegate and in collaboration with the PMU and the local Egyptian Coordinators, the Junior Administrative Officer shall:

• Obtain all the technical specifications related to the equipment and machineries to purchase and drafting the bill of quantities in collaboration with the experts.
• Produce the overall and annual work plans limited to his/her field of competence (Procurement plan, market surveys, financial statements, etc.);
• Drafting of technical and financial reports limited to his/her field of competence;
• Provide administrative and logistic support to the organization regarding all the procurement activities, including monitoring and evaluation, after sales, verification of compliance, etc.;
• Draft all the documents related to the procurement, from the publication to the contract management, up to the provisional delivery phases;
• Organize and support the short-term experts missions to Egypt with regards to the preparation of technical specifications and the bill of quantities;
• Involve and interact with the Egyptian experts in all phases of the project as agreed with the PMU;
• Provide answers to potential suppliers/services providers in the initial phases of tenders;
• Guarantee the coordination with the Management of CIHEAM Bari in Italy, the AICS Office in Egypt and the Egyptian and Italian authorities and institutions where required and expected limited to his/her field of competence;
• Ensure that the procurement procedures are properly implemented;
• Monitor on the acquisition of goods, services and works, supported by technical personnel (internal and external);
• Ensure the project accountancy management (monthly checkbook, archiving financial supporting documents, etc.), in accordance with the rules and procedures of CIHEAM Bari.
• Ensure duly performance and fulfilment of other tasks assigned by the CIHEAM Bari during the implementation of project activities to optimize synergies and support to other activities of the Italian Cooperation in Egypt.
• Ensure the presence in Italy during the monitoring and evaluation regular sessions at the CIHEAM Bari headquarter or MAECI-DGCS.

3. General and preferential requirements

The Junior Administrative Expert shall have previous experiences in development sector and international cooperation projects. At the moment of the submission of the application, candidates should demonstrate to have acquired at least 3 years of experience (36 months) in administration and management of similar projects. The working experience in project implemented in the MENA region (Middle East – North Africa) will be considered as an asset.

The candidate should have significant knowledge of the EU PRAG and the Italian procurement Code (DL 163/2006, DPR 207/2010 and further updates and modifications), certified competences, good organizational skills and personal abilities, capacities to establish and maintain constructive and long-lasting interpersonal relations in English. Furthermore, the candidate should have strong capacities and competences related to the management of accountancy, preparation of periodical accounting of the Programme (checkbook, archiving of financial supporting documents).

3.1 General requirements

• Degree in juridical or economic disciplines (Law, Economics or Agro-economics) or equivalent;
• Proven experience in accounting management, preannouncement, tendering, management of contracts related to national and international tenders for equipment, services and works in accordance with Italian procurement Code as well as the PRAG-EU.
• Excellent interpersonal, writing and reporting skills in English;
• Excellent and proven ability to use the most common programs (spreadsheets, word processing, presentations using slides, web browser);
• Compulsory knowledge of English language (Understanding, speaking and writing), minimum level required – B2.

3.2 Preferential requirements

• Previous experiences as procurement officer in projects/programmes funded by the MAECI/EU;
• Previous working experiences in Egypt;
• Previous experience in the field of soft loan;
• Previous working experience with CIHEAM Bari;

The above mention preferential requirements will be considered as an asset.

4. Working experience and personal skills

• At least 3 years (at least 36 months) of professional experience in the administration field, in processing tenders and accountancy.
• Experience in the field of development projects in Middle East and North Africa;
• Excellent writing skills in English in order to produce procurement plans, technical and financial reports and other administrative and management documents including requests for bids and market quotes, contracts, evaluation reports, ordinary mail, notes, messages, summaries, formats and templates, etc.
• Experience in the organization and coordination of meetings, seminars, conferences, coordination meetings at the international level;
• Good level of empathy, sociability, ability to act and interact in a positive and constructive way, ability to identify and solve concrete problems, management of different degrees of autonomy, ability to work in groups, capacity in preventing and managing conflicts and misunderstandings, entertain and keep positive and trustworthy dialogue with the beneficiaries and institutional partners, to ensure transparency and consistency;
• Good capacities in managing the accountancy and the procurement in loco and in Italy taking into consideration the security conditions;
• Very good skills in interacting constructively with the local counterparts and the CIHEAM Bari.

How to apply:

http://www.iamb.ciheam.org/en/vacancies

5. Submission of applications

The application is composed by the following documents:

• A Curriculum Vitae (Format Europass), duly filled in English and signed. The civil status, the description of academic and/or professional certificates, working/academic activities carried out and finally, title/qualification owned by candidate are considered useful to estimate his/her valuable capacities to perform the tasks (PDF format or similar).
• A motivation letter in English duly signed (PDF format) with the following statement: “I am fully aware that contracting and taking function in Egypt shall depend on the effective release of first installment and security clearance from Egyptian Government. Furthermore, I authorize CIHEAM Bari to send my passport to the Egyptian Authorities to accomplish necessary steps for Security Clearance, freeing CIHEAM Bari by any responsibility for related times demanded for such accomplishment”.

The motivation letter without the above statement shall lead to rejection of the candidature.

• A scan of all the pages of a valid passport. Without such attachment, the candidature shall be rejected.
• A recent extract from the judicial/criminal record (scanned).

6. Selection procedures and remuneration

A restricted Committee as foreseen by CIHEAM Bari procedures shall evaluate the compliance of candidatures. This Committee shall preselect the received CVs.

Therefore, only preselected candidates may be interviewed by phone/Skype and/or will be invited for an interview.

The evaluation Committee shall communicate to the CIHEAM Bari Director the final result of the selection process.

The contract shall be formalized only after the receipt of the financial installments, the security clearance and in conformity with CIHEAM Bari financial regulations and procedures.

Remuneration shall be in Euro, including taxes and all fees and obligations. Salary shall be quantified according to the real experience of the candidate.

All interested applicants shall submit the above documents by e-mail not later than Sunday 29 January 2017 (23.59 Italian time) to the following e-mail address:

[email protected]

7. Mandatory annexes to the e-mail

• 1 CV Europass format, signed (PDF format) in English;
• 1 motivation letter in English (max one page, Times New Roman Font 12), signed (PDF format) with the mandatory statement:

“I am fully aware that contracting and taking function in Egypt shall depend on the effective release of first installment and security clearance from Egyptian Government. Furthermore, I authorize CIHEAM Bari to send my passport to the Egyptian Authorities to accomplish necessary steps for Security Clearance, freeing CIHEAM Bari by any responsibility for related times demanded for such accomplishment”.

The motivation letter without the above statement shall lead to rejection of the candidature.

• A scan of all the pages of a valid passport. Without such attachment, the candidature shall be rejected.
• A recent extract from the judicial record (scanned).

Qualified applicants are requested to specifying in the subject:

Call for Application for n.1 Junior Administrative Expert – “Sustainable Improvement of Mechanization Farming System *in Minia and Fayoum Governorates”– (followed by name and surname of the candidate).*

8. Safeguard clause

CIHEAM Bari reserves the right not to proceed to the assignment of the position following specific information received from the Egyptian Government at any stage of the evaluation of the candidates, also in relation to conditions of security in the country.

This assignment is on a temporary basis, submitted to periodically monitoring and shall not consist in a permanent job neither within CIHEAM Bari nor within the project itself.