Procurement Assistant

Medicos del Mundo (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including Spain. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

For our program in Ukraine, to support our activities, we are looking for Procurement Assistant, based in based in Severodonetsk; however, this is a roving position and therefore its scope of action is not limited to Severodonetsk only, but any MdM location or activity developed by MdM within Ukraine Government controlled and non-controlled area. Traveling is considered maximum of 10-20% working time.

Under the direct supervision of the Procurement Officer and in close collaboration with the Logistics Team (Logistics and Security Officers and Assistants), the incumbent will ensure that assistance to the Procurement activities - as described below - are carried out in line with MdM's and/or donors' rules and regulations.

Main responsibilities:

Procurement

• Mission request reception and dissemination
• Procurement conduction as per the direct procedure according to MdM procurement procedures.
• Support the procurement officer on negotiated procedures and tenders, as instructed or requested (contract drafting, evaluation grids drafting)
• Direct communication with suppliers (phone, emails, physical visits)
• Market research
  

Filling and Archiving

• Collect all relevant signatures and approvals on procurement documentation
• Collect and file all relevant documents of procurement process (Mission Requests, Evaluation Grids, Contracts, Invoices, Reception Notes, Emails)
• Update Procurement Follow Up tool
• Update Contract Follow Up tool
• Scan and archive all procurement related documents on MdM SharePoint

Coordination

• Work together with the rest of logistics team, to ensure qualitative results on procurement
• Work together with administration/ finance team, to ensure accountability on procurement and financial processes.
• Work together with program team, to increase procurement planning and support to the Medical and Mental Health activities.

Other

• Donation Certificates Drafting

The successful candidate must have:

• Completion of High School Diploma or equivalent. A post-secondary certificate in the related functions area is desirable.
  
• Minimum of 1 years of progressively experience in Procurement or Logistic related functions.
  
• Experience working with NGOs is highly desirable.

COMPETENCE PROFILE:

• Attentiveness to details
• Ability to manage emergency situations and remain calm.
• Necessity to manage priorities and to adapt them daily according to the context.
• Strong negotiation and analytical skills
• Flexibility to adapt to changing requirements and environment.
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Ability to listen and share decisions.
• Team player and good sense of humor.
• Alignment with principles and ethics of MdM
• Ability to work quickly, under pressure, and with short deadlines with large volume of information.

Language and computer skills:

• Ukrainian and Russian - fluent
• English advanced (written and oral) in order to maintain frequent correspondence with both local and international staff as well as external partners & authorities.
  
• Excellent knowledge of MS Office (Word, Excel)

We offer:

• Fixed term contract until the 30/04/2020 with possible extension (pending of funding).
• Medical insurance.
  
• Full -time job

To apply:

• Send CV (including reference contacts) + cover letter.

Please note that only shortlisted candidates will be invited to the interview.