Procurement Coordinator

Position Summary

Momentum Wheels for Humanity is seeking a Procurement Coordinator to support the timely, transparent, and compliant implementation of procurement processes across MWH’s Ukraine operations.

The Procurement Coordinator will provide day-to-day operational support throughout the procurement cycle, including procurement planning, supplier identification, solicitation of quotations and proposals, preparation of procurement documentation, communication with suppliers, contract administration, delivery monitoring, and procurement file management.

The position will support procurement needs across both the MWH Ukraine Representation portfolio and the Rehab4U project, working closely with program, technical, finance, administration, and operations teams.

The Procurement Coordinator will work under the direct supervision of the Procurement and Compliance Manager and will be responsible for the effective implementation of assigned procurement processes in accordance with MWH policies, donor requirements, and applicable procedures.

About Momentum Wheels for Humanity

Momentum Wheels for Humanity (MWH) is an international non-profit organization working to expand access to quality rehabilitation and assistive technology services and strengthen health systems in Ukraine and other countries.

MWH Ukraine implements a portfolio of humanitarian, development, and health-sector programs, including the Rehabilitation for Ukraine (Rehab4U) Activity and projects implemented through the MWH Ukraine Representation.

This is full time position, based in Kyiv
LOE: 80% Rehab4U, 20% Representation MWH

Key Responsibilities

1. Procurement Coordination

• Coordinate and implement assigned procurement processes from procurement request through completion and close-out.
• Review procurement requests for completeness and coordinate with requesting teams to obtain missing information or documentation.
• Prepare RFQs, RFPs, ITBs, requests for quotations, and other procurement documentation.
• Coordinate solicitation processes and communication with potential suppliers.
• Collect, organize, and maintain supplier quotations, proposals, bids, and supporting documentation.
• Prepare quotation comparison tables, bid summaries, evaluation documentation, and procurement recommendations for review.
• Support procurement and tender committee processes, including preparation of documentation and meeting materials.
• Support the preparation of contracts, purchase orders, framework agreements, and other procurement instruments.
• Monitor procurement timelines, deliveries, contract milestones, and outstanding actions.

2. Procurement Support to MWH Projects

The Procurement Coordinator will provide procurement support across MWH Ukraine's portfolio, including:

• Rehab4U – Rehabilitation for Ukraine, supporting procurement related to rehabilitation services, assistive technology, medical and rehabilitation equipment, training and education, technical assistance, community-based activities, events, IT, logistics, and other program implementation needs.
• Projects implemented through the MWH Ukraine Representation, including procurement of goods, services, consultants, training and event-related services, logistics, operational supplies, technical assistance, and other requirements associated with MWH's Representation portfolio.

The position will work across projects and funding streams according to operational needs and actual workload, while maintaining appropriate documentation to support accurate cost allocation and donor compliance.

3. Supplier Management and Market Research

• Conduct supplier identification and basic market research.
• Develop and maintain a database of potential and active suppliers.
• Collect and compare market prices and commercial conditions.
• Coordinate supplier communications, including requests for clarification and additional documentation.
• Support supplier due diligence and screening as instructed by the Procurement and Compliance Manager.
• Maintain professional and transparent relationships with suppliers.

4. Compliance and Documentation

• Ensure assigned procurement processes follow MWH procurement procedures and applicable donor requirements.
• Maintain complete, accurate, and audit-ready procurement files.
• Use procurement checklists and established controls to verify required documentation.
• Identify and promptly escalate missing documentation, procedural deviations, potential conflicts of interest, or other procurement risks to the Procurement and Compliance Manager.
• Support internal and external audits, donor reviews, and compliance checks.

The Procurement Coordinator will not independently approve procurement exceptions, sole/single-source procurements, procedural deviations, or other matters requiring management or compliance clearance.

5. Procurement Planning and Reporting

• Maintain procurement trackers, procurement plans, supplier databases, and contract registers.
• Provide regular updates on the status of assigned procurements.
• Monitor procurement pipelines and identify potential delays or bottlenecks.
• Support forecasting of procurement needs across MWH projects.
• Prepare procurement reports and status updates as requested by the Procurement and Compliance Manager.

6. Contract and Delivery Monitoring

• Monitor contract validity periods, delivery schedules, milestones, and completion of procurement-related obligations.
• Maintain and update procurement contract records.
• Alert the Procurement and Compliance Manager to upcoming contract expirations, delays, or performance issues.
• Coordinate with Finance and relevant program teams on documentation required for payments and contract close-out.
• Support contract amendments, extensions, and other changes in accordance with established procedures.

Required Qualifications and Experience

• Bachelor's degree in procurement, supply chain, logistics, business administration, finance, management, or a related field.
• At least 2-3 years of relevant professional experience in procurement, supply chain, logistics, administration, or operations.
• Experience working with international NGOs, humanitarian organizations, development programs, or donor-funded projects is an advantage.
• Practical experience with competitive procurement processes and supplier management.
• Experience preparing procurement documentation, quotation comparisons, contracts, purchase orders, and procurement files.
• Strong organizational skills and attention to detail.
• Ability to manage multiple procurement processes simultaneously and meet deadlines.
• Strong communication and negotiation skills.
• Good command of MS Office and/or Google Workspace.
• Fluency in Ukrainian and good working knowledge of English.

Core Competencies

• Integrity and professionalism
• Attention to detail
• Accountability
• Strong organizational and time-management skills
• Ability to work independently and as part of a multidisciplinary team
• Problem-solving and proactive approach
• Ability to work effectively under pressure and manage competing priorities
• Commitment to transparency, compliance, and value for money

What We Offer

• Opportunity to work with an international humanitarian organization contributing to Ukraine's recovery and health-system development.
• Involvement in a diverse portfolio of national and international donor-funded projects, including both MWH Representation initiatives and the Rehab4U program.
• Opportunity to work closely with program, technical, finance, and operations teams.
• Professional development and exposure to international procurement and donor compliance standards.
• A dynamic and mission-driven working environment.

How to Apply

Please submit a cover letter and resume in PDF format and in English to Відправити резюме . Please include “Application for Procurement Coordinator: YOUR NAME” in the subject line. Applications will be considered on a rolling basis.

Momentum Wheels for Humanity is an equal opportunity employer. We value a diverse workforce and an inclusive culture. Momentum Wheels for Humanity encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, age, national origin, marital status, citizenship, disability, or veteran status.