Trainee Procurement and Contracting
il y a 2 semaines
The European Defence Agency (EDA) was established on 12 July 2004, and is governed by Council Decision (CFSP) 2015/1835 defining the statute, seat and operational rules of the European Defence Agency. The Agency has its headquarters in Brussels.
The main task of EDA is to support the Council and the Member States in their effort to improve the Union's defence capabilities in the field of crisis management and to sustain the Common Security and Defence Policy (CSDP) as it currently stands and as it develops in the future.
The Agency is structured into four directorates. The Corporate Services Directorate (CSD) and three operational directorates: Industry, Synergies and Enablers (ISE); Capability, Armament & Planning (CAP); Research, Technology and Innovation (RTI).
**2. THE AGENCY'S WAY OF WORKING**
The Agency is an “outward-facing” organisation, constantly interacting with its shareholders, the participating Member States, as well as with a wide range of stakeholders. It works in an integrated way, with multi-disciplinary teams representing all of the Agency’s functional areas, to realise its objectives. Its business processes are flexible and oriented towards achieving results. Staff at all levels need to demonstrate the corresponding qualities of commitment, flexibility, innovation, and team-working; to work effectively with shareholders and stakeholder groups, formal and informal; and to operate without the need for detailed direction.
**3. PURPOSE AND SCOPE OF THE TRAINEESHIP**
EDA’s traineeship programme is addressed to university graduates, including those who, in the framework of lifelong learning, have recently obtained a university diploma and are at the beginning of a new professional career.
The aim of EDA’s traineeship programme is:
- to create a pool of young people with first-hand understanding of EDA’s mission and activities.
- to enrich the work of EDA with a fresh point of view and up-to-date academic knowledge.
- to promote European integration and create awareness of European citizenship in a multi-cultural and multilingual environment.
While at EDA, trainees will be working side by side with motivated and highly qualified experts coming from the participating Member States and they will have the opportunity to contribute to specific projects within the Agency.
**4. THE CORPORATE SERVICES DIRECTORATE**
The Corporate Services Directorate (CSD) provides critical business support to EDA operations by delivering high-quality corporate services under 5 dedicated units, namely: Human Resources; Procurement and Contract Management; Finance; IT and Information Management together with Security and Infrastructure Management. Additionally, the EDA Legal Team provides legal, data protection and institutional advice and checks to its management relating to the fulfilment of Agency objectives. The EDA Programme Manager and Corporate Projects Officer provides a leadership role in, and a focal point for, good practice in Project, Programme and Risk Management. Finally, the Record Manager is responsible for the effective and appropriate management of information produced and/or received by the organisation.
CSD processes are geared towards efficient and optimal use of resources, leveraging good practice and technological solutions while ensuring sound financial management, transparency and accountability; outward focus and commitment to continuous improvement are the hallmarks of CSD.
**5. THE TRAINEESHIP**
The aim of this traineeship is to assist with standard horizontal/coordination tasks of the EDA Procurement and Contract Unit (PCU), as well as to contribute to the completion of punctual projects concerning clean-up and maintenance of PCU databases.
**6. TASKS AND DUTIES**
Under the supervision of his/her advisor, the Procurement and Contracting Trainee will work with colleagues in the area of Procurement and Contracting and will contribute to the following activities:
- procurement planning, monitoring and reporting;
- archiving of electronic and physical files;
- support to drafting/proofreading of PCU policies and procedures;
- support to administrative controls.
A typical day at work involves the following activities:
- monitoring the PCU functional mailbox;
- updating PCU databases (PCMT, AHMT, Planning Tool);
- updating PCU SharePoint page;
- handling incoming and outgoing mail;
- organisation of meetings and debriefing/drafting minutes;
- preparation of periodical and impromptu reports;
- updating PCU templates;
- pre-verification of low-value purchases in FlowForma;
- checking of ad-hoc contracts’ invoices (back-up);
- pre-verification of catering orders (back-up);
- travel agency contract management (back-up).
**7. LEARNING OUTCOMES**
**A. Project outputs & learning outcomes**
The selected trainee will be involved in administration of procurement and contracting files. The selected trainee will become familiar with and will acquire practical experience in
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