Procurement Officer

Procurement Officer

Terre des hommes is looking for a proactive, energetic, and organised Procurement Officer, to join its team in Kharkiv, Ukraine, to support in the implementation of its projects. If you are looking for a meaningful job that will make a lasting impact on the lives of children, we want to meet you. 

Start date: As soon as possible 

Contract: 6 months (with possibility of extension), local, full-time Employment Contract.

Probation  period: 3 months

Remuneration package: Attractive salary, private health insurance and life insurance against accidents

Location: Kharkiv, Ukraine 

Deadline for applications: Recruitment will be ongoing until position is occupied 

WHAT WE DO, IN EUROPE AND UKRAINE

Terre des hommes (Tdh) is the leading Swiss organisation for children’s aid. Since 1960, Tdh has helped build a better future for children and youth, especially those most exposed to risks, making an impact with innovative and sustainable solutions. Active in more than 30 countries, Tdh works with its own teams and/or local and international partners to develop and implement field projects which significantly improve the daily lives of over four million children and members of their communities every year, with a focus on mother and child health, migration, and access to justice for children. 

In Europe, Tdh strives to ensure the full realisation of children’s rights, equally and without discrimination. We are present in Albania, Kosovo, Moldova, Romania, Ukraine, Hungary, and Greece, while together with partners, we reach children in other 14 European countries. 

Tdh started operations in Ukraine in 2015 and operated until February 2022 through 2 operational offices in Mariupol and Sievierodonetsk, while maintaining a coordination/representation office in Kyiv. Following the Invasion of Ukraine by the Russian Federation Army, the Tdh team has relocated in Ivano Frankivsk, where it started operations for the area of West Ukraine, which is the first operational base for the response to the current humanitarian crisis. The organization is aiming to operate in the Kyiv and surrounding areas and potentially in East Ukraine. We are providing various services to children, youth and their families in the conflict affected area, with a strong focus on psychosocial support.

For more information, please check https://www.tdh.org, https://tdh ukraine.org www.facebook.com/TdhUkraine/ 

ROLE DESCRIPTION 

The purpose of the position is to lead the logistics and supply chain management of Tdh base in Kharkiv along with subbase in Mykolaiv. There are small activities in Odessa too, which will need to be supported.
 The role will require travel to field offices as needed. 

MAIN RESPONSIBILITIES 

Procurement

• Ensure that all procurements are done in accordance with Tdh logistics policies, procedures and donor regulations
• Check and receive purchase requisitions and initiate the procurement process according to Tdh procurement regulations and thresholds
• Ensure RFQs and Tenders, are prepared and sent out within the agreed lead time
• Complete and issue purchase orders in accordance with Tdh regulations.
• Check procurement documents (Bid analysis, Purchase orders and Payment documents etc...) and submit to signatories for verifications and approvals.
• Check payment documents as per procurement checklist before submission for approvals and to finance.
•  Provide support on the pre-qualification exercise.
•  Conduct regular market surveys to identify suitable and reliable suppliers and service providers
•  Maintain updated vendor data base at base level

Fleet Management

• Managing and tracking of all vehicles on the fleet, when required to support the base offices in Kharkiv and Mykolaiv
• Ensure that vehicles are checked daily, and that regular service and maintenance is carried out as per agreed schedule as well as managing service agreements such as vehicles fuelling.
• Ensure vehicles have current and lawful documentation.
• Receive travel requests and maintain trip schedules.
• Produce logistics site report, vehicle and generator cost performance report as needed

Asset/IT Management

• Maintaining up-to-date control of all assets including tracking donor, value, and location, and recording all asset movements and disposals
• Oversee the issuance and return of assets to/from staff in the absence of assets focal person
• Ensure compliance with computer standards at workplaces
• Update asset register and send to country office every month in the absence of the asset's focal person

Filing/Reporting Management

• Carry out regular spot checks to ensure all folders on O365, documents are being filed correctly and to the level of quality required.
• Preparation of Monthly Logistics Report 

Skills.  

• Manages time and priorities, meets deadlines.
• Collaborates and contributes to the achievement of goals.
• Supports and advises colleagues.
• Adapts communication to intercultural environments - Respect for others. 

YOUR PROFILE  

Education / Qualifications: Bachelor's degree in Supply Chain Management, Business Administration, or related field; Master's degree preferred.

Experience:    

• At least 3 years’ experience in supply chain
• Previous experience with an NGO is desirable.
• Good knowledge of Ukrainian Laws.
• Sound understanding of procurement and logistics principles.
• Good understanding of the procurement rules and logistic.
• Strong knowledge of humanitarian supply chain regulations, including donor requirements. 

Languages: Fluency in Ukrainian and English (written and oral). 

IT Knowledges: Experience in using such computer software as Microsoft Office, knowledge of database package MS Excel.

Child Safeguarding Policy: 

To commit to respect Tdh Risk Management Policies including Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy. 

GDPR compliance:

By sending your application, you agree that your personal data will be used in the recruitment process. All the documents we will request in different steps of the recruitment process will only be used for this purpose. 

All staff involved in recruitment and selection are aware that data protection rules apply, and that personal information will be treated confidentially. According to our policy, we will keep your application documents for the period of the recruitment only. 

Due to an anticipated high number of applications, Tdh is not in a position to respond to every applicant individually. Please note that only short-listed candidates will be contacted for the first interview.