The Project operational officer will be responsible for the logistical and operational aspects of the project aiming to provide support in combating and preventing corruption and organized crime in the Republic of Moldova. Based in Chișinău, he/she will be placed under the supervision of the Team Leader and will work closely with the Project Coordinator and the financial functions of the shared office of Expertise France in Moldova, as well as with the headquarters of Expertise France, located in Paris.

More specifically, the Project operational officer will be responsible for:

Logistics management of missions, events and study visits

-       Ensure the proper organization of missions ("MSC" Mission Security Clearance, "OM" mission order, visa, transportation and accommodation reservations; per diem payments in connection with the accounting department);

-       Support the organization of events (steering committee, technical follow-up committees, launch/closing ceremonies, various workshops): convening participants, identifying and contracting service providers (venues, caterers, translators, interpreters, etc.), reservation, reception/attendance lists, management of coffee breaks and lunches, taking photographs;

-        Check the quality of services before the launch of events and ensure proper implementation in advance (installation of video projector, roll up, visibility, internet, implementation of catering services, etc.);

-          Manage study visits outside Moldova and complete the related administrative procedures;

-          Make the connection between providers and projects in their event organization needs ;

-          Ensure bookings with event providers (premises, caterers, catering, translators, interpreters, etc.) ;

Contract management

-          Support for public procurement ;

-          Draw up contracts with service providers (collection and analysis of quotationes... in collaboration with the shared office of Expertise France in Moldova) ;

-          Draw up contracts with experts, verify and register third-party/individual information sheets ;

-          Carry out post-mission follow-up by checking all the supporting documents relating to the mission.

Payment management

-          Initiate the payment process following receipt and approval of deliverables by the Project Coordinator.

-          Check that supporting documents (invoices, timesheets, receipts, deliverables, etc.) for payment requests are in order before forwarding them to the payment service of the shared office ;

-          Coordinate, in conjunction with the shared office, the monitoring of payments to experts and service providers in accordance with the contractual provisions.

-          Coordinate, in conjunction with the shared office, the physical and digital archiving of the project’s financial and technical documents.

Secretarial duties :

-          Handling post and filing ;

-          Organising and convening meetings ;

-          Maintaining the project team’s calendar and schedule ;

-          Esure that participants are invited to activities organised in collaboration with partners ;

-          And assist with the provision, reproduction and distribution of documents, particularly for training participants.

Furthermore, the Project operational officer will provide support for the communication of the Project activities (in accordance with the donor’s rules and procedures as well as the rules of Expertise France):

-          Development and implementation of project communication materials and tools ;

-          Support for organising media appearances; taking photographs during events and activities ;

-          Press relations management, drafting and publishing press articles; issuing press releases;

-          Liaise with the partners’ communications departments ;

-          Formatting project deliverables.