Operational assistant

Lumos Moldova Emergency Response to Ukraine Refugee Crisis

Terms of Reference

Post Title:

Operational Assistant

Type of Contract:

Consultancy Agreement

Duty Station:

Chisinau, Moldova


6 months (with possible extension)


Lumos Ukraine (Lumos Moldova Office)


In compliance with the national and international policies, Republic of Moldova promotes child protection system. Lumos Organization in UK, through its subsidiary in the Republic of Moldova, under the Cooperation Agreements, offers technical assistance to the central and local public authorities in the implementation of the reforms in the following domains: child protection, social assistance, health and education, promoting child participation.

Lumos Programme is implemented at central level in partnership with the Ministry of Education, Culture and Research and the Ministry of Health, Labour and Social Protection, and at local level in partnership with local authorities. Lumos work in the Republic of Moldova is based on close and effective collaboration between project teams, Lumos Moldova members and Lumos UK members, Lumos and central and local public authorities, community services, families and children.

After the invasion of Ukraine by the Russian Federation on February 24, 2022, Lumos shifted the focus on emergency refugees response to support the vulnerable children and families by providing emergency support/humanitarian assistance to meet their basic needs.

Also, Lumos continues to work in Ukraine where the focus of its Programme in Ukraine is to ensure an urgent and effective response to the needs generated by the crisis.

In the demonstration region – Zhytomyr Oblast’ – Lumos is supporting the regional authorities to deliver emergency first aid humanitarian help to the most vulnerable children: orphans and children deprived of parental care, children placed in emergency foster care, children in families in difficult life circumstances.

Additionally, Lumos is starting a humanitarian aid project in the Odessa region that will be implemented alongside a partner NGO.

To ensure the effective response and support the operational processes of purchase of different types of resources from different sources in Moldova and in Ukraine, logistical support for their distribution, Lumos is hiring Operational Assistant.

Duties and Responsibilities

  1. Complete the Job Induction and Safeguarding Training
  2. Perform all procurement and contracting activities including pre-qualification, tender management, negotiation and preparation of contracts and other relevant procurement documentation
  3. Assist Lumos Procurement Committee in the procurement procedures
  4. Negotiate the best deal for pricing and supply contract
  5. Preparing/collecting the pack of the documents/information for due diligence
  6. Preparing the agreements with consultants
  7. Preparing the agreements with subgrantees / NGO’s
  8. Preparing the agreements with suppliers
  9. Checking the invoices, claim expense forms, breakdown reports from the partners (consultants, NGO’s, suppliers)
  10. Preparing the summative reports regarding the offered assistance
  11. Provide logistical support for distribution of emergency packs in Moldova
  12. Perform other duties related to the distribution of emergency support, assigned by the Lumos.

Special Requirements

  1. The assistant will have the responsibility to:
  • adhere to Lumos Safeguarding Policy (SP) and ensure their work’s alignment and strict compliance with the SP’s provisions;
  • sign and return SG Policy and Self-declaration. 
  1. The assistant will never work alone, aid to be delivered in pairs.

Qualification, experience, and competencies

  • College/bachelor’s degree;
  • Higher education in the legal field;
  • Experience in the field at least 5 years;
  • Good knowledge of Romanian, Russian and English languages;
  • Fluency in oral and written Ukrainian, will be an asset;
  • Computer skills;
  • Skills in communication, negotiation, analysis and teamwork, reports elaboration;
  • Ability to work in a team and to work independently;
  • Ability to learn quickly in the work process;
  • Knowledge of the national and international policies in the field of child protection will be an asset
  • Integrity, professionalism, ability to communicate with people,
  • Respect for diversity and people’s needs,
  • A strong sense of urgency and commitment to respond timely,
  • Problem-solving skills.


Act in Accordance with Lumos’ values

  • We embrace Collaboration
  • We strive for Excellence
  • We show Respect
  • We always Care
  • We are Passionate

Safeguarding Statement

Lumos has a zero-tolerance approach towards all forms of bullying, harassment, sexual exploitation and abuse or any other form of maltreatment, whether towards children, adults at risk, colleagues or anyone else. 

Lumos recognises that the rights of safety and security are aligned with its core mission of ending institutionalisation.  Effective and robust safeguarding sit at the heart of our mission and values, and accordingly, Lumos is committed to ensuring the safety and protection of children and adults at risk in all of its work.  We expect all staff, associates and volunteers to share this commitment.

Lumos is a member of the Inter Agency Misconduct Scheme and will carefully screen all applicants and any offers of employment are subject to checks and suitable references.  Lumos has a comprehensive safeguarding policy, including expectations for behaviour and conduct that must be followed at all times, as well as an expectation that staff and associates act in accordance with the  Rules for Sexual Conduct for Humanitarian Workers.  Additionally, Lumos also invests in ensuring accessible reporting and feedback and complaints mechanisms for children, adults at risk and partners to monitor the appropriateness and effectiveness of Lumos work.  Lone working with children and adults at risk is not permitted without prior approval and risk assessment.  Staff and associates will be required to sign the safeguarding policy, complete a self-declaration and will be provided with a comprehensive safeguarding induction to understanding of Lumos policies and how to implement them in our work.

EDI Statement

Lumos is wholly committed to equality, diversity and inclusion and against all forms of discrimination.  We are committed to creating and sustaining a positive working environment that encourages, supports and gives a voice to all, so that we can best support the children we serve.  We must ensure that all staff are equally valued, included, empowered, and respected across the organisation and in everything we do.  Lumos is fundamentally built on diverse, multi-national and multi-cultural teams.  This is something we cherish as a key strength and an integral part of our identity.  Our organisation values and celebrates the diversity, culture, and experience of each member of staff, provides equality of care and support to everyone. 

We pledge to listen carefully, to educate ourselves continually, to promote an open dialogue and to seek out and deal with discrimination and prejudice wherever it occurs in Lumos.


Estimated start date: 01.08.2022

Interested applicants are invited to send the CV and cover letter in English to: office.moldova@wearelumos.org

Only shortlisted candidates will be contacted

Articol adaugat de: Mariana Patrascu