ASB Procurement Officer (male/female/diverse)
Duration: 12 months (possibility of extension)
Start: As soon as possible
Location: Lviv / Kyiv
Vacancy: National position
Salary: ASB offers a competitive salary commensurate with experience
Key responsibilities include:
- Carrying out the purchasing and procurement functions of supplies, equipment and services.
- Managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
Specific Responsibilities
- Ensure that all procurements are done per ASB logistics policies, procedures, and donor regulations.
- Prepare requests for quotations and source bids & quotations per ASB procurement regulations and thresholds.
- Coordinate procurement requests ensuring sufficient clarity on specifications given for goods and services.
- Prepare the payment requests, while ensuring accuracy and complete supporting documents are attached.
- Conduct market surveys and provide estimated prices to Programs/Support.
- Maintain proper files for procurement documents (and upload all documents on SharePoint).
- Updating supplier’s data base
- Prepare procurement documents (Bid analysis, Purchase Orders, Payment documents, etc...) and submit them to signatories for verifications and approvals.
- Follow up with suppliers and organize for delivery of materials.
- Update and share the procurement plan regularly.
- In collaboration with the Logistics Manager, establish framework contracts at national as well as field base level for all recurring purchases.
- Keeps requesters informed of the status of their request and shared relevant information (order processing status, weekly update, PR, price list, etc.);
- Ensure a weekly report on the procurement follow-up is updated and disseminated,
- Ensure a good communication with the program managers at all the level of the purchase process
- Support in preparing specific procurement SOPs
- Ability to travel 20% time in the field to support field teams.
Key requirements:
- University Degree in Bachelor’s degree in a relevant field, including supply chain, logistics management, management or related field.
- 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.
- Understanding of humanitarian principles (Core Humanitarian Standards, Sphere Minimum Standards, etc.).
- Written and spoken fluency in Ukrainian.
- Knowledge of English (written and spoken) C1, C2.
- Advanced knowledge of Microsoft Office, especially Excel functions (including pivot tables, formulas and creating graphs from data sets).
Personal characteristics
- Hardworking
- Attentiveness to details
- Strong analytical and problem-solving skills
- Excellent communication and interpersonal skills
- High level of self-discipline and responsibility
- High level of integrity
- Neutrality
- Stress resistance
- Ability and willingness to travel (frequent business trips and work in the fields are expected)
ASB is an equal opportunities employer.
Qualified applicants should submit:
- A Letter of Motivation (max. 1 pages) specifically addressing the above job description and requirements as well as mentioning gross salary expectations
- A CV (max. 2 pages)
- Contacts for two recent professional references.
Applications must be sent as a single document by e-mail to:
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Subject line: “ASB. Application. Procurement officer”
Only applications submitted in English and electronically will be considered.
Only short-listed candidates will be contacted.
Closing date: 01.11.2024
Website ASB Germany: http://www.asb.de/en
Website ASB Country Office Ukraine: https://www.asb.org.ua/
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