Financial, contractual and procurement assistant in Luxembourg Development Cooperation Agency (LuxDev)

Background information

The Government of Luxembourg, acting through the Luxembourg Development Cooperation Agency (LuxDev) launched in April 2024 a five-year, multi-component, project in support of the Kryvyi Rih Raion (“the Raion”) in Ukraine. The Overall Objective (impact) of the action is to support the recovery of Kryvyi Rih Raion that benefits the general population and key groups at risk.

Given that project activities are projected to grow further, it is necessary to expand the support team. Currently, it is deemed appropriate to recruit one individual to serve as an Assistant to the Financial, Contractual, and Procurement Expert (FCPE) to ensure continued efficiency and procedural compliance.

Objectives of the assignment

The Financial, Contractual and Procurement Assistant (FCPA) will support the Financial, Contractual and Procurement Expert (FCPE) and the wider LuxDev team in the procurement and financial management of project UKR/002. The primary focus of this role is to assist in overseeing and executing procurement processes, ensuring strict adherence to administrative, contractual, and accounting standards in accordance with the Field Operations Manual (FOM) and LuxDev Quality Manual. This role is essential for maintaining the momentum of increased project activities while ensuring all transactions meet institutional requirements.

Description of tasks

The FCPA is responsible for supporting the management of procurement, financial, and accounting aspects of the program, with a heavy emphasis on market acquisitions and documentation. The tasks include, but are not limited to:

Procurement and Market Acquisitions (Primary Focus): 

• Assist the FCPE in ensuring all acquisition and procurement processes comply with ACQ & FOM procedures in Ukraine.
• Help prepare tendering documents and contractual documents for supplies, works, and services.
• Encode procurement data accurately into LuxDev IT platforms.
• Support the launch and monitoring of calls for expressions of interest and calls for tenders.
• Provide administrative support to opening and evaluation committees, including drafting committee reports and ensuring procedural compliance.
• Assist in the administrative monitoring of contracts: tracking signatures, monitoring contractual obligations, and ensuring compliance of reporting.
• Support the development and regular updating of Procurement Plans (online tracker).

Financial and Contractual Support: 

• Support the FCPE in preparing financial data and ensuring budget coherence during annual budgeting updates.
• Assist in the preparation of payment requests and the verification of supporting documentation.
• Help monitor mission expenses and per diems in accordance with applicable procedures.
• Assist in maintaining orderly local accounting and filing all necessary financial documents for audits.

Administrative and Data Management: 

• Perform formatting and editing of specific documents and reports according to LuxDev templates.
• Facilitate the filing and archiving of all procurement, contractual, and financial documents according to LuxDev procedures.
• Support the translation of short project-related documents as needed.

Data Management: 

FCPA is responsible for the filing and archiving of procurement, contractual, financial, and accounting documents according to ACQ and FOM and LuxDev procedures.

Communication and Reporting: 

the FCPA shall communicate and report to the FCPE in strong collaboration with GME Coordinator as the direct hierarchical superior.

Knowledge:

• accounting, finance, and taxation;
• administrative and data management and control;
• procurement and contracting;
• budget preparation, monitoring, and execution;
• knowledge of cooperation project operations, including comprehensive understanding of rules, procedures, and tools for project/program execution;
• good knowledge of legal norms (labour law), tax, and accounting standards applicable to cooperation projects;
• excellent knowledge of Ukrainian
• Upper-Intermediate knowledge of English

Communications:

Constant internal and external communication with GME Coordinator and sector experts, regular coordination meetings under the direction of the FCPE to ensure information flow and overall good functioning of the program, and frequent interactions with service providers.

Support Documents (this list is not exhaustive):

Field Operations Manual (FOM), LuxDev Quality Manual (ACQ), funding agreements, project documents, monitoring and evaluation reports, annual operational plans, activity reports, etc.

Management et reporting

On a day-to-day basis, the FCPA shall report to the GME Coordinator as the direct hierarchical superior. In practical and operational terms, the FCPA will work in close coordination with and under the direct technical supervision of the FCPE.

Description and duration of mission

Work shall be conducted primarily in Ukraine, with occasional travel to Kryvyi Rih Raion for cash-box verification, meetings with colleagues, partners and suppliers based there or other meetings and events.

Work will be subject to timetables that shall be agreed with the project’s management on a quarterly basis. Work will be full-time for the duration of the UKR/002 project i.e. until March 2029.

NB: this post is for a national expert and involves no expatriation or relocation packages. 

Profile of the expert

It is expected that the expert for this assignment will have the following profile:

Formal Qualifications

Higher Education: A Bachelor-s level degree or above (preferred) in a relevant field connected with procurement or finance is preferred. However, this will not be a requirement if the candidate has an extremely high level of demonstrable practical experience and knowledge.

Professional Experience

Requested:

• administrative and data management and controls;
• procurement and contracting;
• budget preparation, monitoring, and execution, financial reporting, cashflow management;

Advantage:

• previous experience in working for an international entity, especially an NGO or a bilateral or multilateral agency.
• prior experience of working with international donors and international financial institutions.

Technical Skills

Requested:

• language skills: Ukrainian at level C2 (fluent); and English at level at least B2 (Upper-Intermediate);
• comprehensive understanding of rules, procedures, and tools for project/programme execution, especially in a development context;
• good knowledge of Ukrainian legal norms (labour law), tax, and accounting standards applicable to cooperation projects;
• analytical and interpretative skills for indicators and dashboards;
• proficiency in standard office tools and specialised accounting software.

Behavioural and Interpersonal Competencies

• networking within a professional internal or external network;
• autonomy, advanced writing and communication skills;
• ability to work under pressure;
• adaptability and proactivity;
• listening skills, organisational sense, punctuality, adherence to rules and protocols.