KAICIID Dialogue Centre

Vienna, Austria

THE ORGANISATION

Established in 2012, KAICIID Dialogue Centre (King Abdullah Bin Abdulaziz International Centre for Interreligious and Intercultural Dialogue) was founded to enable, empower and encourage dialogue among followers of different religions and cultures around the world. Located in Vienna, the Centre is an independent, autonomous, inter-governmental organization, free of political or economic influence. For further information about KAICIID, please visit http://www.kaiciid.org.

GENERAL SCOPE OF ROLE

The Head of General Services Section is responsible for the world-wide procurement of a wide variety of supplies and services for the Centre as well as for all issues related to security, customs regulations and shipping. In addition, the role holder supervises the day-to-day work of the General Services Section in the areas of transport and buildings services.

Reporting to: Director of Finance & Administration

Staff supervised: 6 (1 direct report) and outsourced services

KEY RESPONSIBILITIES INCLUDE

Under the guidance and supervision of the Director of Finance & Administration, the role holder:

• Develops appropriate procurement plans for KAICIID, maintains and updates vendors database;
• Leads procurement process throughout all stages including assistance to other Departments in preparing necessary specifications/Terms of Reference, providing market analysis and preparing tenders and contracts;
• Documents the evaluation, recommendation, and award process and obtains the necessary management approvals, ensuring processes are in line with KAICIID’s regulatory framework;
• Manages contracts during the post-award period by monitoring completion timelines and approved budget, ensuring key performance indicators are documented and tracked;
• Contributes to the development of procurement policies and procedures and to the development of standards and criteria for the evaluation of bids;
• Makes recommendations for continuous improvement of future procurement activities;
• Keeps abreast of market trends, evaluates alternate procurement approaches that will result in best value for money;
• Ensures appropriate insurance coverage for the premises and equipment, manages all claims, advises on necessary changes taking into account values and risks;
• Ensures appropriate security coverage for KAICIID organized events, liaises with the host country authorities as required;
• Ensures smooth communication with Austrian authorities with regard to Legitimation Cards, Customs-free imports, VAT and Petrol Tax refunds;
• Provides advice to staff with respect to travel security, transportation, visa and customs services;
• Liaises with KAICIID Medical Doctor for necessary medical clearance in relation to staff travel;
• Oversees the maintenance, repair, security, cleaning and housekeeping of all KAICIID assets; oversees allocation of all equipment and supplies received, stored and distributed, taking responsibility for maintenance of accurate records;
• Coordinates space allocation and all activities regarding office space;
• Oversees the provision of local transportation services through the coordination of drivers and maintenance of official vehicles;
• Performs any other duties as required.

REQUIRED QUALIFICATIONS AND EXPERIENCE

• Advanced university degree in Business Administration, Public Administration, Commerce, Engineering, Law or other relevant discipline;
• Minimum of seven years of professional experience in procurement with a demonstrated ability in managing complex procurement evaluation and tendering processes at an international level;
• A UNDP or UK CIPS Certificate in Purchasing & Supply or any other internationally recognized body desirable;
• Excellent interpersonal and negotiation skills, strong customer orientation;
• Knowledge of administrative policies, practices and procedures applied in inter-governmental organizations;
• Ability to establish and maintain partnerships and working relationships with staff at all levels in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity.

LANGUAGES

Fluency (both speaking and writing) in English required. Fluency in German (at least speaking) highly advantageous. Fluency in another major world language desirable.

LOCATION

Vienna, Austria.

COMPENSATION

KAICIID offers an attractive salary, depending on selected candidate´s experience.

DEADLINE FOR APPLICATIONS

17 December 2014

HOW TO APPLY

Please send your CV by e-mail to recruitment@kaiciid.org along with a motivation letter. Please do not at this stage send any diplomas, publications or any other documents. Only short-listed candidates will be further contacted by KAICIID.