Procurement and Administrative Assistant, Georgia

Contract: Part-Time (60%)
Duration: 28 October 2024 – 31 March 2025, with the possibility of extension

ABOUT IWPR

Founded in 1991 and operating currently in three dozen countries around the world, the Institute for War and Peace Reporting (IWPR) is an independent non-profit organisation that supports journalists and civil society to help drive change in countries experiencing conflict, crisis, and transition. Our work includes:

• Training and mentoring: IWPR trains and mentors journalists and rights activists to improve their ability to identify and present factual information.
• Providing platforms: IWPR helps local talent establish and strengthen media outlets and civic groups.
• Removing barriers: IWPR works with partners to remove barriers to free expression and citizen engagement
• Strengthening media and civil society: IWPR helps strengthen the ability of media and civil society to speak out.
• Empowering societies: IWPR helps societies find their own solutions.

IWPR’s reporting has exposed violations, led to political and legal reform, and improved people’s lives.

PROJECT BACKGROUND:

IWPR’s programs in Georgia aim to strengthen the resilience, collaboration, and effectiveness of local civil society organizations, particularly those working with marginalized communities, such as women, LGBTQI+, and ethnic minorities.

SUMMARY:

IWPR Is seeking a dedicated and detail-oriented Procurement and Administrative Assistant to join our dynamic program team based in Tbilisi, Georgia. The Procurement and Administrative Assistant will play a vital role in supporting IWPR’s procurement and administrative processes for its programs in Georgia by assisting with identifying trainers, consultants, venues, and other vendors; preparing solicitations, selection packages, purchase orders and contracts; maintaining the procurement file; and ensuring timely delivery and payment of goods and services.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Sourcing Consultants and other Vendors: Research and identify potential consultants/suppliers/vendors. Draft terms of reference, obtain price quotations and negotiate terms and conditions. Maintain a comprehensive vendor/consultant database;
• Vendor/Consultant Selection: Ensure adherence to IWPR’s competitive and non-competitive/sole source procurement process, including preparing selection panel packages, and drafting sole source and selection memos;
• Contract and Purchase Order Management: Assist in the drafting and processing of purchase orders and contracts. Ensure contracts and purchase orders are accurate and complete. Track and monitor procurement the status to ensure timely contract signing, delivery, and payment;
• Vendor/Consultant Communication: Liaise with consultants and vendors to resolve discrepancies or concerns. Communicate implementation or delivery schedules and expectations to vendors. Maintain positive relationships with vendors;
• Documentation and Record-Keeping: Maintain accurate and complete procurement records, including vendor/consultant selection, purchase orders and contracts. Organize and file procurement documents for easy retrieval and for future audit. Prepare reports and summaries as needed and under the guidance of the Program staff;
• Compliance and Policy Adherence: Ensure compliance with IWPR and donor procurement policies and procedures. Assist in the evaluation and qualification of new consultants and vendors. Stay up-to-date with procurement regulations and industry best practices;
• Cost Control: Assist in cost analysis and cost-saving initiatives. Identify opportunities for cost reduction without compromising quality;
• Administrative Support: Provide administrative support to the program team as required, including organizing event logistics (e.g., venue, catering, interpreters), maintaining calendars, and assisting with correspondence.

REQUIREMENTS AND EDUCATION:

• Bachelor’s degree in business, finance, or a related field is desirable;
• Demonstrated experience as a procurement and/or administrative assistant or in a similar role;
• Familiarity with UK FCDO, EU, or US government procurement rules and regulations is an advantage;
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook);
• Strong analytical and problem-solving skills;
• Excellent communication and negotiation abilities;
• Attention to detail and accuracy;
• Ability to work independently and as part of a team;
• Strong organizational and time-management skills; ability to manage multiple streams of work, shifting priorities, and effectively work within deadline pressure;
• Willingness to learn and adapt to changing procurement processes;
• Integrity and ethical behaviour in handling sensitive procurement information;
• Ability to work with people from different backgrounds and cultures;
• Excellent written and verbal communication skills in both Georgian and English; ability to write in a clear, concise, organised manner.