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Head of Procurement

Location: Pristina

Deadline for submitting the application: 11/04/2025 

Start date: 01/06/2025 

Contract type: Limited 

Contract term (months): 18,00 

1. Background

In July 2022, a Memorandum of Understanding (2023 - 2025) was signed between the Grand Duchy of Luxembourg and the Republic of Kosovo. The country's main objectives are EU integration - which is supported by 93% of its population; ensuring sustainable economic development; granting a high quality of life to its citizens and a minimum level of livelihood for all, especially the most vulnerable and marginalized populations; establishing effective institutions which ensure security, rule of law and good governance.

Kosovo and Luxembourg agree to put the Agenda 2030 and the SDGs at the center of their concerns. In this context, the General Strategy of Luxembourg's cooperation, whose main objective is to contribute to the reduction and eventual eradication of extreme poverty through the support of economic, social and environmentally sustainable development, continues to promote a multi-stakeholder approach.

LuxDev has been the main channel for delivering Luxembourg development aid in this region. Therefore, the consolidation of LuxDev's country office in 2008, based in Pristina, Kosovo, was of considerable importance and the continuation of an operational reflection to cement this engagement.

The bilateral aid implemented through LuxDev is currently focused on the following sectors in Kosovo:

  • Health;
  • Sustainable and inclusive growth;
  • Strengthening civil society;
  • Energy transition and climate mitigation.

2. OBJECTIVES

Under the supervision of the Administrative and Finance Manager, the Head of PRocurement is responsible for planning, managing and implementing the procurement procedures and processes for goods, works and services required for the Projects and Programs of LuxDev in Kosovo, in compliance with the Agency's rules and regulations. He/she is also tasked with managing the development and monitoring of Operational Partnership Agreements (OPAs).

 

3. RESPONSIBILITIES

Acquisition Process Management: lead the establishment of procurement procedures, ensure functioning and compliance of procurement resources:

  • Oversee the preparation of the tender documents for the procurement of goods, services, and work;
  • Monitor all the stages of the procurement process;
  • Coordinate and execute instructions for the acquisition of goods, services, works;
  • Participate in bid opening and evaluation committees;
  • Oversee the development of the annual acquisition plans in collaboration with the projects staff;
  • Provide guidance to programmes/projects technical advisors and partners on the use of procurement procedures;
  • Attend construction site meetings and technical discussions, as required;
  • Support the execution of works with the project owner and supervisor (Engineering Office-EO);
  • Ensure administrative and financial follow-up of work contracts at all stages, aiming to ensure (in coordination with the project owner and supervisor) compliance with the execution deadline and fulfilment of contractual commitments;
  • Coordinate and conduct training sessions on Procurement.

 

Contractual monitoring: ensure the monitoring of contracts and contractual agreements:

  • Design, prepare, and maintain up-to-date the follow-up tables required for detailed tracking of activities ( follow-up, acquisition follow-up, tender bank guarantee follow-up, etc.);
  • Prepare/verify and validate contracts and amendments before signature;
  • Verify the existence and compliance of bank guarantees approved by the Resident Representative;
  • Closely monitor contractual clauses, such as performance period, amounts, contract amendments, application of compensations and penalties;
  • Verify the initial and final payments related to contracts and bank guarantees;
  • Verify the compliance of the minutes of provisional and final acceptances.

 

Promote continuous improvement mechanisms:

  • Propose improvements and provides feedback on LuxDev procedures and documentation to enhance/adapt them;
  • Monitor the implementation of new procurement models and procedures;
  • Prepare a quarterly report on the activities of the Procurement sub-unit;
  • Oversee the coding of contracts in the system;
  • Organize, verify, and control procurement filling.

 

Operational partnerships agreements:

  • Contribute to the development and conclusion of Operational Partnership Agreements (OPAs), ensuring compliance with procedures and contractual formats on behalf of LuxDev Kosovo's projects and programs;
  • Supervise the expenditure reviews conducted by the finance officers and pre-validate the reports and disbursments of tranches;
  • Ensure the proper maintenance of the OPA dashboard  and/or any other management tool newly implemented by LuxDev headquarters;
  • Participate in internal and external audit missions related to the OPA processes.

 

Management of the Procurement sub-unit

  • Manage the team, ensuring a balanced workload distribution;
  • Lead the team by fostering and maintaining a positive and constructive spirit in the work;
  • Ensure quality control of all procurement and OPA production and documents;
  • Hold periodic meetings with other team members regarding the status of files;
  • If needed, organize training sessions to improve the capacity of LuxDev Kosovo staff.

 

4. PROFILE

  • Master’s degree in economics, Business Administration, project management or related field;
  • at least 8 years’ experience in the management of procurement processes in international organisations;
  • good methodology and tools for planning, financial management, monitoring and control of projects and programmes ;
  • excellent spoken and written English skills (French is an asset), communication and negociation skills ;
  • mandatory experience in managing teams.

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