The purpose of a Procurement Officer is to provide the day-to-day implementation of the procurement functionโs responsibility, namely, to provide support to the organizationโs activities in the form of procurement of goods, works and services for project activities in East Ukraine under the direction and guidance of the Logistics Coordinator East Ukraine.
Generic responsibilities:
- Ensure adherence to NRC policies, handbooks, guidelines, SOPโs and donor requirements
- Implement delegated logistic functions portfolio according to Plan of Action
- Conduct and follow up daily operational logistic activities
- Support the administration of resources so that deliverables are achieved within set budgets, timelines and standards
- Prepare and develop logistic reports as required by Country/Area office
- Support in development of SOPs as requested
- Ensure proper filing of all support documents
- Promote and share ideas for improvement of the logistic function
- Perform other duties, as assigned by Line Manager
Specific responsibilities:
- Contribute to the development of Logistics (Procurement) as a support service in NRC Ukraine. Develop required areas according to NRC policy, guidelines and Ukraine legislation. Liaise with NRC People system.
- Consult, support and provide guidance to Program and Support staff for generating of PRs, conduct market surveys and provide estimated prices to Programs/Support. Participate in Procurement/or project start up planning and obtain detailed project procurement plans for use during purchases.
- Follow up on all purchase documentation such as Purchase Requests, Requests for Quotations, Bid Analyses, Minutes and Contracts/Agreements/Purchase Orders are appropriately signed by authorized staff before any commitment orders are sent to suppliers.
- Attend Tender Committee meetings, act as Secretary of Tender Committee meetings if required and ensure Minutes of Meetings are signed by all members so as to support payments later.
- Ensure compliance to NRC and where applicable donor requirements in procurement process as well as that procurement files are completed with all relevant documents to ensure audit trail.
- Active and regular search for suppliers with prequalification process (when applicable) and establishment of vendor database, which includes supplier performance information.
- Ensure that all appropriate supporting documents are prepared for approval of management, for purchases over local authorization level (execute, following appropriate authorization, the purchase and delivery of supplies in a timely and cost-effective manner; revise of contracts for purchasing of Goods and Services).
- Ensure that the Agresso Procurement form is maintained and is available for distribution to Logistics Coordinator (Procurement) and other managers/coordinators on a regular weekly and monthly basis.
- Train, coach and guide procurement staff to ensure Assistant level is capable to perform tasks more independently within the areas of their duty and assigned tasks.
- Input all required data and reflect in right way all procurement stages in the Agresso procurement system according to the manual. Upload to the Agresso system all necessary procurement documents.
- Update Logistics Coordinator (Procurement), other Support and Program staff with relevant information about delivery of goods or providing requested services; upload all required information to Filing Tree according to procedures and NRC requirements.
- Assisting in budget preparation to Logistics Coordinator (Procurement); provide weekly and other reports on demand to Logistics Coordinator (Procurement).
- Report all potential fraud cases to the Line Manager.
Generic professional competencies:
- Experience from working with procurement in a humanitarian/emergency/recovery context.
- Previous experience from working in complex and volatile contexts.
- Documented results related to the positionโs responsibilities.
- Knowledge about own leadership skills/profile.
- Working knowledge or communication in English, both written and verbal.
- Proficient in Office software (Word, Excel).
Context/ Specific skills, knowledge and experience:
- Basic knowledge of the context in the areas NRC operates.
- Working knowledge of both Ukrainian and Russian languages, written and verbal.
What do We Offer
This position is open to candidates who have the legal right to work in Ukraine. Please note that we are unable to provide work permits or visa sponsorships for this position.
We offer an opportunity to match your career to a compelling cause and aย chance to meet and work with people who are the best in their fields.
We are also looking for people who share our values:
- To be dedicated in what we do;
- To be innovative with our solutions;
- To act as one unified and inclusive team;
- To be accountable to the donors that make our work possible;
We invite applications from all qualified and interested candidates. Candidates are encouraged to apply early, as applications will be screened on a rolling basis and interviews will be assigned instantly until a suitable candidate is selected.