Vacancy – Field Project Officer

TERMS OF REFERENCE

Description of Expertise Mission

The Field Project Officer (FPO) provides administrative, financial, logistical, and events support to the Program Unit with regard to the Project activities, as well as manages financial and contractual relations with short-term and long-term national and international experts.

Description of the Project

The Support to Justice Sector Reforms and Digitalization in Ukraine (Pravo-Justice) project, implemented by Expertise France (EF) with funding from the European Union, accompanies Ukrainian authorities in the process of comprehensive justice sector reform, in line with the EU-Ukraine Association Agreement and European standards and comparative best practices. Since 2017, the Project has supported an ambitious sectoral reform agenda, which includes justice sector policy development, steering and coordination and prosecution reform (Component 1), judiciary reform (Component 2), property rights protection, private legal professions development and reform of penitentiary and probation systems (Component 3), and digitization and digitalization of justice-related business processes (Component 4).

Key Inputs

Within the project Purchasing Unit, directly overseen by the Project Manager and Country Manager, the FPO is responsible for ensuring all contracting and purchasing for the Program Unit (experts, procurements, events) in accordance with Expertise France procedures, guidelines and rules. S/he works independently as a focal point for one of the four project components.

Specific tasks include:

Supporting short term expert missions (STEM) by:

• Drafting contracts and task orders for expert missions on approved EF/project templates;
• Setting and negotiating fixed lump sums for deliverables for expert missions, in line with internal guidance documents on deliverables pricing;
• Collecting all required administrative documents from experts, including the signed candidate form, proof of FOP registration, banking information for payments, etc.;
• Collecting and submitting invoices (along with mission reports and contractual deliverables) for payment;
• Tracking contract expiration dates as well as invoicing against overall contract amounts, and proactively identifying the need for and executing contract amendments as needed.
• Communication with expert on the above mentions matters and respective Component Program Unit.

Supporting project procurements by:

• Drafting TORs and (if necessary) general technical specifications for project procurements and preparing other required documents (Request for Proposals, Expression of Interest Form, etc.);
• Liaising with the Procurement Officer and Program Unit on specific information needed to draft the contract;
• Liaising with service providers on invoices, and other procurement related matters in cooperation with the Procurement Office;
• Consistently saving all data and documents via Project management software (Wrike).

Supporting events by:

• Preparation of budget requests and event TORs;
• Overseeing engagement of service provider companies for the organisation of Project events;
• Coordination and liaison with the service provider and respective Component Program Unit on specific event preparation.

Ensuring good practices in data management and archiving by:

• Consistently saving all data and documents via Project management software (Wrike);
• Ensuring collection and saving all necessary accountability documents in respect of STEMs, procurements and events on Project management software (Wrike);
• Knowing and respecting file naming conventions and file organization structure.
• Updating and leading respective Component Forecast spending Tracker.

Qualifications and Experience

The Field Project Officer possesses the below minimum qualifications and experience:

• University degree in any field relevant to the assignment; a degree in law would be beneficial as an understanding of general legal concepts is helpful in the development of TORs and project documents;
• At least one year of project management or procurement experience, preferably within the context of a technical assistance project;
• At least one year of experience supporting logistics and event management in a fast-paced environment;
• Strong budget tracking and budget analysis skills (proficiency in Excel required);
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, etc.)
• High degree of organization and ability to multitask;
• Fluency in written and spoken English and Ukrainian.

Key Competencies

The Field Project Officer demonstrates the following key competencies in his/her daily consultancy:

• Concern for quality – meets commitments and observes deadlines, while ensuring quality, efficiency and thoroughness in work, demonstrates a meticulous approach with an eye for detail and precision;
• Result orientation – drives himself/herself and others to achieve a project-defied objectives, adapts and orients methods and procedures of Project work with the aim of getting the defined results;
• Learning and development – recognises own strengths and weaknesses, accepts the feedback of the Project management and takes appropriate action, seeks out learning opportunities and incorporates them into action;
• Adaptability – works effectively in a constantly changing environment and within a variety of dynamic work situations, adjusts own work plans, activities or actions to meet priorities;
• Vision and strategic insight – shows the ability to develop a vision and translate it into concrete strategies and policies; takes time to think ahead and identify long-term trends and developments in current events; identifies clearly day-to-day and longer-term priorities of project implementation.

Deliverables and Verification of Services

FPO will submit a monthly report to the Country Manager and Project Manager covering services performed and key outputs achieved during the following period.

Modality and Start Date

Start date: early October. The candidate will be required to attend an in-person training and orientation session in Warsaw in early to mid-October (dates to be specified). Successful candidate will be hired on a service contract (FOP registration required).

Deadline for application: 21/09/2022

Please, send your CV and motivation letter in English to the email