Valeria DELL'AQUILA

The Associate Supply Officer (Sustainable Supply and Digital Transformation) functions under the direct supervision of the DESS Cloud ERP team in coordination with the SMS Sustainable Supply and Delivery, and assists the Regional Bureau for Europe in operationalizing the ‘simple, swift, and sustainable' strategy.
It is a dual role, focusing on two main workstreams of Sustainable Supply and Digital Transformation, and ensuring all related initiatives are integrated, centralized, and coordinated through a single focal point.

- Lead the External Engagement team ensuring quality outcome of external relations, resource mobilization, reporting, and communication's related activities
- Create and maintain solid relationship mapping with existing and potential stakeholders
- Ensure the implementation of a resource mobilization and communication strategy
- Ensure the dialogue with government and private donors as well as embassies, provide accurate information by organizing regular briefings, bilateral meetings and ad-hoc missions with contributors
- Coordinate and ensure quality preparation of internal and external reports
- Propose new and non-traditional funding sources, as appropriate, including private sector and humanitarian pooled/basket funds
- Disseminate information on UNHCR global funding situation and mobilize additional funds to implement special projects focused on Climate Action
- Participate on behalf of the Senior Management in humanitarian inter-agency cooperation and communication strategies, initiatives and tools.
- Coordinate information flows by identifying priority matters, securing, analyzing and disseminating documentation and information to support country operations and corporate communication processes and priorities.
- Assist in the coordination of the drafting of, situation reports, briefing notes, background material, talking points, fact sheets, press releases and articles.
- Support the management of media relations by, inter alia, responding to direct queries, publishing press releases, organizing regular briefings and visits to country operations as well as social media account's management
- Monitor implementation of programs and activities related to donor's contributions, evaluate and report on implementation's performance as well as financial expenditure of disbursed funds.
- Approve any relevant expenditure for the implementation of fundraising and communication activities.
- Clear external relations/communication products and tools as appropriate

Project coordination:
- Monitor the project "Implementing Global Policies on environmental migration and disaster displacement in West Africa" and draft regular information and report
- Identify opportunities for and prepare implementation of activities across the 4 strategic priorities of the Platform on Disaster Displacement (PDD)
- Coordinate and liaise with relevant government bodies, UN agencies, non-governmental organizations, and academia in the WCA region
- Coordinate with all national offices responsible for the project's implementation

Donor Relations:
- coordinate the drafting for funding submissions, situation reports, briefing notes, background
material, talking points for the WCA Regional Bureau and from the country operations
- Assist in the management of information flows within the WCA region by identifying priority matters, securing, analyzing and disseminating documentation and information to support country operations and corporate communication processes and priorities
- In accordance with the regional operational context, propose new and non-traditional funding sources, as appropriate, including private sector, development and humanitarian pooled/basket funds
- Act as Regional focal point and support to operations for the Donor Relations towards traditional donors (USA, Canada, Italy, France, Spain, Monaco, Austria, Romania, Swiss, Belgium), Private sector, UN Pooled Funds and EU funding
- Disseminate information on UNHCR's global funding situation and mobilize additional funds to implement special projects related to Climate Action
- Consolidate information on UNHCR's country operations and identify appropriate messages for campaigns and appeals Operational support to Contribution Management
- Monitor operations activities, in particular on the respect of the reporting requirement and deadlines.
- Provide assistance to operations to follow-up programmatic tasks related to Contribution Management

- Act as Focal Point for the Traditional Donors Portfolio (Governments, Embassies, Government Cooperation Agencies) and Private Sector Partnership fundraising under the direct leadership of Representative
- Coordinate actions with the External Relations' team in the management of media, external communication and contents concerning the activities implemented at country level
- Support the Senior Inter-Agency Coordinator to liaise with country humanitarian clusters roundtables, including UN country resident coordinator office and other international humanitarian stakeholders.
- Lead the preparation of proposals, concept notes and reports for traditional donors, in compliance with specific donor requirements
- Assist in providing visibility for donors contributions to Pi/Comm and External Relations team, internally and externally
- Support the External Relation colleagues in the preparation of high-ranking missions, filed visits and other meeting with national and international stakeholders
- Maintain solid relations with Programme colleagues along activities' planning and implementation phases in order to correctly monitor and report to donors
- Supporting Regional Bureau to the drafting and editing of Mid-year and End-year reports, including the revision of the Global reports sections reserved to external view
- Research/analyze, monitor and review information and data from regular and wide variety of sources (internal and external) to enhance information sharing through reporting activities
- Consolidate, monitor and analyze data on programme implementation of activities, achievements and indicators in order to facilitate the preparation of periodic and activity-specific reports
- Liaise with IM and Data management staff in order to translate country and operational data in reporting narrative for external donors and counterparts

- Administrate the Travel Unit of the Italian Operation supervising colleagues involved in Admin/Travel tasks
- Liaise with the travel agency for requesting and confirming ticket bookings
- Assist administrative formalities related to travel arrangements, including booking of tickets, preparation of travel authorizations, issuance of visas and Customs clearance, assistance on obtaining security clearance through TRIP System, etc.
- Plan and follow-up all aspect of logistic and administrative arrangements for meetings (Regional and HQs), workshops, trainings, etc.
- Draft and send quotation requests for all kind of goods and services to be provided to the office
- Assist the Senior HR Assistant with basic HR-related activities (consultant contracts, VISAs, custom clearance for international staff appointed in Italy, etc)
- Back-up Admin/Finance colleagues with Admin/Finance/Supply Chain activities (Requisitions, Memos, RCCs, Bids, etc)
- Assist with the RCC sessions planning
- Provide technical expertise as member of technical review panel for Bids and RFPs in Italy and Spain Country Office
- Maintain financial files and records (PO and non-PO Vouchers, Claim reimbursements, etc)
- Assist Programme colleagues in Project Control activities on partners
- Back-up the Principal Secretary of Executive Office, when absent, with external relations and admin support
- Assist the Regional Admin/Finance Officer with revision and editing of new Admin/Travel SOPs for the Region
- Editing of new SOPs for the planning and organization of meetings, workshops and training within the Region
- Provide refresher-training courses about Admin Procedures to Italian Operation staff
- Provide support to other colleagues in the Region about Admin and Travel rules and procedures
- Attend meetings on day-to-day administrative matters
- Maintain hard and electronic office files and records; search and retrieve office files, and reproduce documentation

- Assisting the Director of Education Department and the Head of Unit with administrative and planning duties (draft and edit presentations, reports and communications to internal/external partners, etc.)
- Assessing the existing structure of courses and provide planning for the delivery of a new courses catalogue
- organizing internal and external meetings, conferences, lectures (application process, logistics and invited guests accommodation, event management)
- Establishing and maintaining supplier accounts
- Implementing the asset and fleet structure used to delivery courses in the different locations of Red Cross in Belgium
- Providing assistance to Legal Office with the editing of supply contracts (evaluation of technical specifications for the purchase of supplies)
- Implementing storage management procedures with the central storage while creating an efficient system of release and distribution of the sanitary goods needed in the different locations selected for the courses
- Maintaining financial files and records (purchase orders, invoices, credit notes, etc.) within the internal system
- Assisting with preparation of annual and mid-year budgets
- Assisting the completion of finance procedures with preparation of monitoring reports to be shared with the Financial Department
- Managing the filing, storage and security of paper documents and digital data
- Planning and coordinating the office activities development in assistance to the Director of Education Department

Stage

Administration:
- Support the routine activities of the organization and strengthen the organization of the "ITECO 50 years' foundation" special event, organized the 07th December 2013
- Front office duties (phone call and visitors reception, information requests and mailing management)
- Maintain and upkeep office equipment and furniture
- Organize repairs and upgrades, follow through on maintenance agreements and contracts
- Ensure correct monitoring of facility needs and follow-up the payment of utility bills
- Order and maintain office supplies, research vendors for pricing and delivery options
- Agenda management (schedule fulfillment, monitor and communicate changes, propose alternative options, etc)
- Travel arrangements (travels, accommodations, expense claims, vouchers, visa applications, travel accidents, etc.)
- Internal & External Communication (routine correspondence, reporting, set up and distribution of project value documents, etc.)
- Statutory meeting organization and internal/external events
- Handle confidential information
- IT assistance
- Search and implement contacts and strategic information into the ITECO databases'

Communication and External Relations:
- Liaise with members and proactively assist their engagement in the mission
- Communication and external relations toward national and international public institutions
- Networking

Consultancy to Umberto Allemandi & c. Editore:
- Assist the Responsible Archive Analyst in the planning of
activities
- Data Management
- Support the design revision of the Digital Archive
(The Art Newspaper's magazines)
- Evaluate data quality
- Reporting
- Create test plans
- Review the historical integrity of data warehouse information

- Definition of concept details and needs assessment with the client in respect of the first estimated budget
- Lead of multidisciplinary team (architects, engineers, mechanical designers, accountants, suppliers, etc) in order to define the project plan
- Research of potential vendors, compare and evaluate offers from suppliers
- Maintain B2B relations with subcontractors and negotiate contract terms of agreement and pricing
- Track orders and ensure timely delivery, monitor stock levels with the internal Warehouse and place orders according to a scheduled plan of finished products restock
- Identify opportunities to reuse or recycle materials to minimize consumption of new materials and minimize waste.
- Develop risk management programs to ensure continuity of supply in emergency scenarios
- Plan and coordinate production schedules with co-producers, subcontractors and internal crews
- Monitor quality of suppliers production through on-site visits and samples measurements
- Negotiate transportation rates and services with Custom and Transportation service providers
- Evaluate and stipulate Insurance contracts on the goods
- Coordinate shipment procedures of very fragile goods creating specific policies for internal crews and transportation providers
- Monitor goods import or export processes to ensure compliance with regulatory or legal requirements.
- Ensure timely delivery of good to the Site Manager on-site in order to respect the schedule of installation
- Perform Site Management on-site when the colleagues not available, being present during milestone phases of the installation
- Monitor and report exceeding expenses during installation phase and find solutions to reduce them
- Completion of work process with clients and Evaluation report of Installation

- Assist the Board to create and maintain solid relationships with external stakeholders, particularly government entities and Academia.
- Manage the entire flow of communication between the Board and the internal and external counterparts.
- Provide assistance in drafting letters of interest, memos, reports and other formal documents to be published externally.
- Organize internal and external meetings and events, managing invitations to senior staff, external institutions and governmental bodies, reserving conference rooms, handling logistics, setting up conference rooms and video-conferences, drafting and distributing agendas, taking minutes, following up the budget expenses and finalize the finance reports; collaborate with other units in order to provide a positive outcome.
- Manage all travel arrangements and reservations for the Senior Management
- Prioritize requests and pay attention to the general welfare of the internal staff and the external relations towards stakeholders.
- Track and reconcile monthly reimbursement and claims of the Senior Management; complete and submit expense reports in a timely manner.
- Conduct technical research upon request and develop professional graphic and contents presentations, documents, spread sheets, and/or databases as required.
- Provide general administrative support to the Senior Management and liaise with the Accounting Department to coordinate a smooth multi-functional collaboration.
- Editing contract with local and international suppliers (Interpreters and translator services, publishing companies, manual/books printer providers, etc.)
- Asses procurement needs (stationery, furniture, etc), maintain facility and utilities contracts,
- Control the entire process of supply chain (purchase orders, delivery, quality control)
- Establish a regular control planning for the asset