Logistics, Procurement and Administrative

Education: Minimum bachelor’s degree diploma, preferably in economics, administration, or logistics.
Experience: Experience in logistics, procurement, or finance. Experience in procurement & logistics is an advantage.
Technical skills: Solid computer skills (Microsoft Office, digital archiving systems) and experience with procurement processes.
Organizational skills: Ability to efficiently manage multiple tasks, attention to detail, and adherence to deadlines.
Communication skills: Excellent written and oral communication in both Romanian and English.
English language: Advanced level is required for collaboration within international environment. French is an advantage.

Skills and Knowledge required for the job:
Driving license
Ability to adapt, to work in a complex environment
Good prioritization of work tasks, respecting deadlines
High capacity for analysis and synthesis
Person attentive to details, responsible and reliable
Ability to work in a team, to relate, cooperate and negotiate
Very good communication and conversation skills in (written and read)
Advanced computer skills: MS Office package, Outlook, Logistics software
The ability to keep confidentiality, professional attitude in carrying out the activity

Under the guidance of the logistics officer and HEKS EPER Romania management, you will assist with the procurement and logistics ︁︀​︂︃︃​︉︆​︆︄processes for all projects in Romania, including both the development and humanitarian aid branches. Your role will ensure that all purchases and logistics operations adhere to organizational policies and contribute to the efficient execution of our programs.
You will become involved also in the international humanitarian aid division, providing support for procurement and logistics activities across all our delegations (E.G. Ukraine, Syria, Israel/Palestine, Bangladesh, Democratic Republic of Congo).

Key Responsibilities:

Procurement Management:

Assist with procurement of goods and services across all projects in Romania, ensuring efficient processes for both development and humanitarian aid initiatives in strong collaboration with the Logistics Officer, Finance Controller, Program Manager and Finance and Country Director.
Prepare and manage procurement documentation such as requests for quotations (RFQs), purchase orders, contracts, and invoices.
Conduct market research to identify reliable suppliers and competitive pricing for all project needs.
Coordinate with vendors to ensure timely and quality delivery of goods and services.
Maintain accurate and up-to-date procurement records in line with organizational policies and donor requirements.
Ensure that all procurement activities are fully compliant with internal and donor-specific procurement rules.

Logistics Coordination:

Support logistics planning, including the coordination of transportation, warehousing, and distribution of goods for all projects, if applicable.
Manage and oversee inventory.
Ensure logistics processes adhere to organizational standards and legal requirements.

International Procurement and Logistics support:

Supporting the logistics officer in international procurement & logistics processes and collaborating with different HEKS/EPER delegations abroad.
Conducting the evaluation and screening of international suppliers according to organizational standards, under the coordination of the Logistics Officer.
Verifying the compliance of procurement files: Ensuring the compliance of international procurement documents with internal procurement procedures, closely collaborating with the logistics officer to meet all internal and legal requirements.
Collaborating with other support functions: Country Directors, Desk Officers and Financial Controllers.

Finance and admin support:

Responsible for the digitization of all financial and procurement files and their regular archiving in paper and software format.
Assist financial Officer in ensuring the timely preparation and submission of financial reports.

HEKS/EPER Romania Foundation is a Non-Profit Organization active worldwide and present in the city of Cluj since 2016. The mission of the Foundation is to assist marginalized people and vulnerable groups of society in Romania and abroad - Particularly in the areas of development cooperation and emergency assistance. HEKS/EPER Romania is part of HEKS/EPER, Swiss Church Aid, who supports projects designed to combat hunger, poverty, and injustice in over 30 countries on four continents. HEKS/EPER also provides worldwide humanitarian assistance for victims of natural disasters and armed conflicts and supports the Church's diaconal work in Eastern Europe and the Middle East.