Terms of Reference
Procurement & Grants Officer
“Green Economy: Sustainable Mountain Tourism and Organic Agriculture” (GRETA)
Background and Introduction:
The EU, Sweden and Austria mandated the Austrian Development Agency (ADA) to implement a project worth 6.8 million Euro focussing on sustainable mountain tourism and organic agriculture in Georgia. The project is part of a 49 million EU programme to support economic and business development in Georgia, which was signed on 21 November at a high level meeting in Brussels. Under the agreement, the European Union and Georgia will work together to develop a better legal system for business, modernise financial services, and innovate business models.
The project GRETA aims to facilitate an improvement of the business environment and the creation of new income opportunities in sustainable mountain tourism and organic agriculture to reduce poverty and exclusion in the selected regions of Georgia by focusing on the following three outcomes:
- Outcome 1: The legal and policy framework for mountain tourism and organic agriculture is enabling sustainable and inclusive development.
- Outcome 2: Employment and income in both sectors is increased due to new and better products and services and through better market linkages, locally, nationally and internationally.
- Outcome 3: Access to capacity development measures for people and institutions active in the fields of sustainable mountain tourism and organic agriculture is improved and a system of knowledge management is in place enabling joint learning among public, private and civil society actors.
The project will be implemented over a period of 52 months (December 2018 – March 2023).
To support ADA and particularly the ADC Coordination Office in Tbilisi in ensuring a successful implementation of this project, ADA is recruiting an experienced Procurement & Grants Officer for a maximum of 44 months.
Austria has a long-standing partnership with the Government of Georgia, which has been a priority partner country of the Austrian Development Cooperation (ADC) since 2011. The Austrian Development Agency (ADA) is the operational unit of the ADC and supports its partner countries in implementing programmes and projects. ADA’s focus in Georgia lies on projects in agriculture, forestry and good governance.
Further background information and documents regarding ADC’s engagement in Georgia are available on our homepage www.entwicklung.at.
Detailed Terms of References:
The Procurement & Grants Officer will be based in the project office in Tbilisi with trips to the different project sites, partners and beneficiaries within Georgia.
- The Procurement & Grants Officer will be responsible for managing the flow of procurement activities while ensuring that they are implemented in accordance with the applicable guidelines and overall good procurement practice.
- Plan, develop and manage all contractual aspects of projects related to the procurement of diverse products, services, works, and grants;
- Assist in the preparation of contracts for grants, services, supplies and works; Oversee adherence to contractual agreements, recommends amendments and extensions of contracts, and advise concerned parties on contractual rights and obligations;
- Prepare and publish procurement notices under various procurement methods;
- Contribute to the development of a Grant Manual and its implementation mechanisms;
- Establish and maintain a grants management system in compliance with the ADA Grants Manual;
- Refine and adapt guidelines for grant applications as the project progresses;
- Contribute in reviewing proposals and in negotiating subgrant agreements;
- Develop mechanisms for appropriate monitoring and financial management for beneficiaries subgrant projects;
- Support the component managers in preparing the grant contracts and drafting and preparing the award of the grant contracts for selected applicants in compliance with ADA rules and regulations;
- Provide necessary technical assistance for grant applicants, in particular through trainings, in cooperation with the project component managers;
- Ensure financial accountability for all grants and subgrants;
- Provide leadership in establishing and strengthening financial and administrative systems in NGO’s, entrepreneurs and public sector subgrant recipients if needed;
- Assist the Finance and Human Resource Manager and the Team Leader in addressing grant contract-related issues, ensuring that contractor/grantee financial controls and systems comply with generally accepted accounting practices and meet ADA rules and regulations;
- Contribute to the development of technical specifications and TORs for the procurement of goods and services in consultation with relevant members of project staff, with specific emphasis on ensuring they are comprehensive, generic to minimize risks of misinterpretation at the evaluation stage;
- Prepare bidding documents, requests for proposals and other documents; implement the bidding processes, including administrative and procedural support to the evaluation and selection process;
- Short listing of suppliers, contractors and consultants, taking into account their experience and qualifications;
- Prepare contracts in full conformity with ADA rules where applicable;
- Monitor contract implementation and verification of payment documents under contracts for the supply of goods, works and services;
- Contract closure procedures and final reporting;
- Carry out any other duties or assignments, as required.
Nature of Assignment:
- The assignment shall start during August- September, 2019 with a duration of a maximum of 44 months. The assignment is planned as full-time but could potentially also fit a 70% to 90% position during parts of the year; flexibility in working hours from both sides and a driving license is required.
Responsibilities and Coordination:
- The Head of the ADC Coordination Office in Tbilisi has the overall responsibility concerning all disciplinary, organisational and contractual matters of this employment. The International Team Leader will be responsible for overall project management, guidance and supervision of the project team. The Procurement & Grants Officer will work under the supervision of the project Team Leader. First level supervisor in all technical aspects is the Finance & Human Resources Manager. Close cooperation with the Programme Management Team of the ADC Coordination Office in Tbilisi and with the responsible Project Coordinator - based at ADA headquarters in Vienna - is required.
Requirements and Qualifications:
- University degree in a relevant field (e.g. Business or Public Administration, Economics or other relevant field);
- At least 5 years of experience in the procurement of goods, works and services in an international environment;
- Extensive proven experience in the implementation of grant procedures and policies;
- Extensive proven experience in the procurement of goods and service contracts; knowledge of the Austrian procurement law would be an additional asset;
- Good knowledge of Georgian procurement laws and regulations;
- Experience in implementation of projects in the field of agriculture and tourism /or market system development would be an advantage;
- Understanding of international development cooperation principles and quality standards;
- Excellent interpersonal and communication skills;
- Flexibility to adjust working hours to actual workload, as required;
- Capacity to work under pressure and availability to travel;
- Valid driving license;
- Decisiveness and hands-on mentality;
- Ability to work in multinational and multicultural environment;
- Demonstrated gender awareness and sensitivity, and an ability to integrate a gender perspective into tasks and activities;
- Excellent computer skills with practical experience in Microsoft applications;
- Excellent written and oral communication/reporting, presentation skills in English are required; German would be an asset.
Women are especially encouraged to apply. ADA supports gender equality on all levels and attaches great value to a gender balance in all positions. In case of equal qualification for the position and at the absence of other outweighing factors, preference will be given to the female candidate.
We also welcome applications of people from a migrant background and/or of persons with disabilities.
Documents to be Presented by the Applicant:
Please submit your application to email@example.com with a copy to firstname.lastname@example.org by 10th July 2019, indicating “Procurement & Grants Officer” in the subject line, with the following documents:
- Letter of motivation (in English);
- Curriculum vitae (in English);
- Names, contact details and working relationship of three professional references (at least one referee should have been your direct supervisor);
- Copies of academic certificates and testimonials.
ADA retains the discretion to re-advertise the vacancy, to cancel the recruitment, or to offer an appointment with a modified job description or for a different duration.
All applications will be treated with the strictest confidence and no application fees or information with respect to bank account details are required by ADA for our recruitment process. Please note that in the event of an invitation for an interview, ADA is unable to reimburse costs incurred.
Candidates must expect that references from previous employers will be requested by ADA.
Only shortlisted candidates will be contacted and invited.