ECOM — Eurasian Coalition on Health, Rights, Gender and Sexual Diversity, is an international membership-based association open to non-profit organizations and activists involved in the response to HIV epidemics among gay men and other men who have sex with men, and transgender people in Eastern Europe and Central Asia.
Our mission is to support the development of national LGBT+ communities and their activism, promote human rights, and to protect the health and social well-being of gender- and sexually diverse people.
Our headquarters are located in Tallinn, Estonia, while the staff is based in different countries of Europe and Central Asia.
What are the main job functions?
The Procurement and Contracts Coordinator's role is full coordination of the procurement process and contract management within the organization.
By joining ECOM as a Procurement and Contracts Coordinator you:
- become a part of the growing team who is the agent of change in the region;
- get a chance to learn from the regional organization how to organize the procurement;
- engage with contractors and suppliers;
- develop your communication and research skills in the procurement area.
The Procurement and Contracts Coordinator reports to Finance and Administration Lead, coordinates the Administrative and Logistic Officer, and works closely with other staff members.
What are the main areas of your responsibilities?
- Procurement Coordination:
- Organize and manage the procurement cycle
- Prepare various forms and documents related to the tender processes which may include advertisements, prequalification requests, potential supplier evaluation criteria, issuance of bid documents, etc.
- Prepare annual procurement plan
- Update the list of Tender Committee
- Ensure the organization’s compliance with internal and, when necessary, external (donors’) procurement procedures
- Control over deadlines on procurement calls
- Check on a daily basis the tenders@ecom.ngo email box and forward emails to relevant teams
- Collect, analyze and prepare the comparison table based on the received proposals
- Organize meetings of the Tender Committee
- Prepare the Tender Protocol and finalize it with the Tender Committee
- Contact the vendors who were approved in Tender Protocol for further Contracting
- Coordinate Administrative and Logistic Officer work
- In close cooperation with the Administrative and Logistic Officer, provide logistic support for ECOM meetings and travel
Contracts Coordination:
- Communicate with vendors on any contracts matter
- Accurately prepare and send the contracts to vendors
- Work in Financial Management System to prepare internal authorization forms
- Manage full contract cycle
- Prepare and keep updated Employment Contracts and Service Contracts with Staff Members
- Proceed monthly payments to Staff Members who work on Service Contract based on information provided by Finance and Administration Lead
- Perform other relevant duties, as required.
Requirements:
- Minimum B.A. in Finance/Economics/Management/Accounting
- At least 2 years of relevant professional experience
- Previous experience in Finance/Accounting/Procurement
- Practical experience in procurement and contracting
- Solid knowledge in planning, strategizing and organizing the procurement process within the organization
- Experience in preparing procurement and contract templates
Skills and Competencies:
- Good knowledge in organizing the procurement processes
- Strong Advanced knowledge of Excel and other Office applications
- Strong communication and presentation skills
- Excellent Russian and English language speaking and writing skills
- Organizational and coordinational skills
- Teamwork and high interpersonal skills.
The position is open to anyone with no reallocation to Estonia.
The position might require occasional work travels in the region of Eastern Europe and Central Asia.
The Position is open until the end of the 2023 year with the possibility of an extension. Three months trial period applies to the selected candidate.
Monthly salary (GROSS): approx. EUR 2,000
Workload: full-time.
Location: anywhere, no relocation to Estonia.
Starting: February 1st, 2023.
HOW TO APPLY:
Interested candidates are requested to send their applications in English or Russian with a letter titled ‘Procurement and Contracts Coordinator’ to: tenders@ecom.ngo
The APPLICATION should include:
- motivation letter and contact details of two references
- CV.
Deadline for submission: 8 January 2023 at 23:59 Tallinn time.
Key dates:
19 December 2022: Call for candidates
8 January 2023: Deadline for applications
10 January 2023: Shortlisted candidates are sent the written task
13 January 2023: Deadline for the written task
16-19 January 2023: Interviews with shortlisted candidates
23 January 2023: Offer is made
1 February 2023: Successful candidate takes up position (if notice period allows)
Only short-listed candidates will be contacted.