Procurement Manager (maternity coverage)/ Фахівець (-чиня) з управління проектами та програмами у сфері закупівель (на час декретної відпустки)

Job Title:                          Procurement Manager

Reports To:                              Operations Director

Location:                         Kyiv, Ukraine

Date Prepared:                     2024

Background:

Since 2016, the Global Communities organization has been implementing the DOBRE Program in Ukraine ("Decentralization Offering better results and efficiency", "DOBRE"), financed by the United States Agency for International Development (USAID). This program is designed to help TC leaders effectively manage resources, improve the quality of public services, and expand citizen participation in solving issues of local importance. During 2023-2025, DOBRE will continue to provide comprehensive assistance in support of local self-government to deepen democracy, improve conditions for the development of TC and promote stability in Ukraine. Over the next two years, DOBRE will provide direct technical support to 60 territorial partner communities in Dnipropetrovsk, Zaporizhzhia, Ivano-Frankivsk, Kirovohrad, Mykolaiv, Ternopil, Kharkiv, Kherson, Chernihiv, and Chernivtsi regions.

Global Communities is implementing the Community-Led Emergency Action and Response (CLEAR) program with support from the United States Agency for International Development’s Bureau for Humanitarian Assistance (USAID/BHA) to respond to humanitarian needs in Ukraine. The program is designed with the goal of saving lives, reducing suffering, and addressing needs while supporting communities to lead their own response.

Essential duties and responsibilities: 

The Procurement Manager will support the planning and implementation of both program and operations-related procurement, establish and implement procurement tracking and management systems, oversee and build the capacity of local national procurement staff, and ensure that procurement functions are efficient, compliant with internal policies and donor regulations, and well-coordinated and integrated with other teams within the Global Communities.

Specific responsibilities: 

• Lead in the design, development. implementation, and maintenance of contextualized procurement, purchasing, logistics and distribution operating procedures in order to attain operational excellence;
• In liaison with other operations departments and programs in procurement & logistics execution, he/she will establish & coordinate an overall, synchronized projects' supplies annual procurement plan, thereby minimizing ad-hoc procurements, and aiding projects to better manage planned procurements and expenditures;
• Confer with relevant technical experts to confirm that specifications are accurate and complete, samples provided where necessary, and deliverables are complete and correct in accordance with contract terms, and fit-for-function;
• Coordinate sourcing strategies and develop a thorough and a full open process with a comprehensive supplier base for the supply of goods and services, constantly researching to ensure a reliable and competitive vendor base;
• Negotiate supplier terms and conditions for the supply of goods & services, ensuring the optimal combination of cost, quality and delivery/lead time for the organization;
• Prepare and review supplier evaluations/bids analysis, requests for awards, purchase orders, contracts for services and other procurement documents, ensuring strict adherence to applicable procedures, accuracy and completeness of procurement supporting documents;
• Generate and disseminate complete, accurate and relevant procurement reports as requested on user friendly, standardized templates to support project management decision making;
• Facilitate procurement audits and internal compliance reviews;
• Work closely with the Finance team to ensure execution of payment terms outlined in the purchase orders and contracts. S/he will be responsible for follow through on all procurement & acquisition contractual obligations. In coordination with activity managers, s/he reviews and approves invoices prior to forwarding them to finance for payment processing, resolves any problems that arise, performs post contract evaluations ensuring accuracy and integrity of data;
• Work with relevant team members to ensure adequate documentation is secured in support of various project events such as field trainings and workshops, work planning workshops and other meetings involving staff and other stakeholders. S/he will design a system that puts in place a robust mechanism for the prompt and timely submission of such supporting documentation to the finance office to facilitate timely payment processing;
• Maintain flexibility to take on added responsibility as and when needed, as per their supervisor's request.

Knowledge, skills and abilities:

• Advanced knowledge of non-profit accounting practices, including USAID regulations and multi-currency accounting. Advanced knowledge of accounting software. Knowledge of budgets. Familiarity with USAID rules and regulations;
• Excellent critical thinking skills and sound judgment. Proven willingness to make timely and sound decisions based on accurate judgment;
• Excellent verbal and written communication skills;
• Excellent interpersonal skills as necessary to work effectively with persons on all levels both inside and outside the agency;
• Ability to work effectively in an atmosphere of multiple projects, shifting priorities, and deadline pressure;
• Ability to work effectively in a team environment;
• Ability to perform and complete a variety of complex and detail-oriented duties in a deadline driven, fast paced environment;
• Proven ability to effectively use databases spreadsheet, word processing, and position-specific software;
• Willing and able to travel to field offices as needed.

Experience and qualifications:

• Bachelor's degree in business administration, business management, supply chain and logistics management, contract management and procurement, or similar field;
• A Master's degree and/or professional qualification in procurement, operations, or logistics management is preferred;
• Minimum of five years' experience managing procurement;
• Minimum of one-year supervisory experience;
• Working knowledge of international funding agencies procurement procedures, and strong knowledge of USAID rules and regulations;
• Familiarity with commodity management tracking systems;
• Spoken and written fluency in English and Ukrainian.

 Global Communities is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment, without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability. 

Global Communities is committed to ensuring a safe and respectful environment for all staff, representatives, partners, participants, and anyone with whom Global Communities interacts worldwide, especially children and adults at risk. All Global Communities staff and representatives are explicitly prohibited from engaging in any activity that may result in any kind of breach of our safeguarding policies. In addition, it is Global Communities’ policy that it is the responsibility of anyone engaged with Global Communities to proactively build a safe and supportive environment in our work. All our staff and representatives are expected to conduct themselves in a manner consistent with this commitment and obligation.

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