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Закупівельник підтримує процес закупівель відповідно до правил і норм організації. Він/вона відіграє важливу роль у підтримці діяльності представництва: контроль якості, матеріалів, вивчення існуючих процедур і можливостей оптимізації діяльності для скорочення витрат і підвищення швидкості закупівель.
ЗАГАЛЬНІ ОБОВ'ЯЗКИ ТА ВІДПОВІДАЛЬНІСТЬ
• Проводить дослідження наявності товарів і послуг;
• Самостійно здійснює звичайні закупівлі для певного сектора(ів) на певну суму;
• Готує запити на тендери/аукціони, таблиці відбору та контракти та подає їх своєму керівнику;
• Контролює закупівлі і поставки та перевіряє їх відповідність специфікаціям і деталям контракту;
• Отримує товар і перевіряє його відповідність замовленій кількості та якості;
• Керує, відслідковує, файлує та сканує рахунки-фактури та пов’язані документи;
• Бере участь в оновленні статистики та звітності.
ВИМОГИ ДО ПОСАДИ
• Диплом про вищу освіту;
• Наявність сертифікатів з питань закупівель, управління ланцюгом поставок;
• Підтверджені технічні навики в закупівлях;
• Володіння комп'ютером;
• Відмінне володіння українською, російською та англійською мовами;
• Добре знання місцевого ринку(ів);
• досвід роботи на аналогічній посаді від 3 років;
• Хороші знання та досвід фінансових правил, процедур закупівель та управління постачальниками.
КОМПАНІЯ ПРОПОНУЄ:
• Організовано початкове навчання та адаптацію;
• Можливість працювати та розвиватися в міжнародному робочому середовищі в гуманітарному секторі;
- Конкурентна заробітна плата + спеціальні бонуси
- Медичне страхування
- Курси англійської мови
- Житло для іногородніх
Чекаємо на Ваше резюме та супровідний лист англійською мовою
Шановні кандидати! Чекаємо на ваші резюме до 19.08.2022
Buyer
Based in Poltava
General Accountabilities and Responsibilities
- Conducts research into the availability of goods and services;
- Independently carries out ordinary procurement for specific sector(s) up to a certain amount;
- Drafts requests for tenders/quotes, selection tables and contracts and submits them to their hierarchical superior;
- Follows up on purchases and deliveries and checks that they are conform to specifications and contract details;
- Receives goods and checks that they correspond to quantities and quality ordered;
- Manages, follows up on, files and scans invoices and related documents;
- Participates in updating statistics and reporting.
Specific Functional Responsibilities:
Order Management / Supply Chain
- Anticipates the needs together with the Logistics Site Manager;
- Helps Supply Chain Administrator (SCA) to determine the stock levels, based on lead times, source and availability;
- Receives Orders from SCA, analyses them and communicates with the requester for further details if needed;
- Maintains a proactive relation with the requesters;
- Ensures to have an overall knowledge of the projects, for which specific needs are requested;
- Determines relevant specifications per product, advises requester on specifications and quality issues/differences and seeks clarifications with the requester if needed;
- Helps the SCA by providing proper description/specifications of goods, for item coding;
- Determines source of supply for incoming Order according to internal procedures;
- Takes into consideration expressed needs of the customers, delivery times, transport costs, etc. before placing the order;
- Responsible to actively reduce cost or initiate savings without compromising the quality of purchased goods/services;
- Liaise with other units within the supply chain securing finances, appropriate import-export procedures, transfer, warehousing and reporting of ordered items.
Finance and Administration
- Learns and implements any changes to ICRC standard purchasing procedures;
- Ensures that working advances (if any) are settled in time and accurate;
- Ensures that requester respects financial procedures, especially regarding authorization of expenditure;
- Provides requester and Finance with updated information regarding purchases (amount and timing);
- Checks and process invoice from the supplier, provides all supporting documents and submits these to the relevant signatories for approval and payment;
- Updates and maintains petty cash records;
- Handles petty cash purchase on a day to day base with working advances;
- Ensures that working advances are settled in time and accurate;
- Sorts out the quality claims before validates suppliers’ invoices;
- Performs necessary paperwork and assures follow up to administration and other departments;
- Submits necessary documentation for tax exemption;
- In collaboration with Administration, follows allocations of expenditure and planning expenditures of Logistics department for the current and following month.
Tenders/ Suppliers selection
- Prepares Request for Quotation (RFQ), Request for Tender (RFT), using detailed Item Specifications, to achieve the right quality for goods to be purchased;
- Ensures that the RFQ and RFT contains all relevant information to enable transparent selection of the best price, quality, terms and conditions;
- Prepares selection table (ST) with supporting documents to justify and exhibit transparency in the choice of supplier;
- Ensures that the appropriate parties have approved the ST;
- Ensures that purchases over 2’000CHF are conducted in liaison with Chapter 4 of Logistics Manual, with the applicable green light system and in full conformity with the financial rules;
- Recommends a supplier to be selected;
- Selects and evaluates suppliers with the Logistics Site Manager and Procurement Country Manager;
- Negotiates with suppliers, terms and conditions on purchasing;
- Develops a clear pipeline strategy (payment, delivery);
- Informs bidders about the results of tender.
Purchase of Goods
- Ensures that best prices for quality are obtained free of tax and provides relevant exemption certificates to supplier if necessary;
- Negotiates frame agreements under Procurement Country Manager and GVA_LOG_PURCH supervision;
- Issues PO and/or Contract for all goods/services purchased;
- Checks the legal validity of the terms of contract;
- Confirms supplier's agreement on terms and conditions of PO/Contract;
- Submits PO/Contract for approval to the concerned parties and the supplier;
- Manages purchasing contracts until goods/services are delivered by the supplier;
- Checks and processes invoice from the supplier, provides all supporting documents and submits these for obtaining relevant signatories for approval and payment;
- Submits necessary documentation for tax exemption;
- Ensures that proper PO files with all relevant documents are updated;
- Ensures that purchase files are maintained, auditable and in good order and timely uploaded to Paperless Profiles.
Reception of Goods, Quality & Quantity Control and Claims
- With the warehouse, or agreed other receiver in charge of quality control, ensures that all conditions agreed in the contract have been met in terms of quality and quantity control;
- Follows the delivery schedule of the goods as per terms in the purchase contract. Applies delay penalty were required;
- Liaises with inspection companies and ICRC Quality Control team, to ensure the quality and specifications of delivered goods/services are in conformity with the contract;
- Sorts out the quality/quantity claims prior to validating suppliers’ invoices. Applies penalty for nonconformity, where required;
- Treats all claims received from the clients;
- Reverts to the supplier with regard to potential quantity or quality issues.
Suppliers’ Relationship Management
- Updates and maintains suppliers’ data base ;
- Conducts market survey to keep abreast of market developments and availability of goods and services, evaluates and recommends potential new sources of supply for inclusion in the procurement database;
- Spontaneously or on request, conducts analysis for prices and quality benchmarking and submits reports to Head of Purchasing;
- Ensures to maintain and update, product library and sample collection of items;
- Ensures regular supplier evaluation visits, confirming social compliance, capacity to deliver quality goods/services, availability of stocks;
- Ensures ICRC general conditions of purchasing are signed by suppliers;
- Ensures Supplier's registration and validation is completed;
- Updates pareto Suppliers’ files annually and ensures that files contain all the required documents;
- Evaluates supplier performance.
Reporting and Statistics
- Channels all relevant information related to purchases;
- Prepares weekly status reports for the orders under process
- Reports any changes on the local market (availability of goods, shortage, price increase, etc.);
- Reports to Logistics Site Manager/ Procurement Country Manager if any occurred problems, claims and unusual requests concerning, purchase, quality, price without delay;
- Ensures that all documents required for a PO file are available and handed over to Statistics;
- Ensures that all department’s databases are used and filled correctly;
POSITION REQUIREMENTS
Minimum required knowledge & experience:
- High school diploma or equivalent training;
- Certifications in purchasing, procurement or supply-chain management;
- Confirmed technical skills in procurement;
- Computer proficiency;
- Excellent command of Ukrainian, Russian and English;
- Good knowledge of the local market(s);
- 3 years' experience in a similar position;
- Good knowledge of and experience with financial rules, procurement procedures and supplier management.
Personal Competencies
Fast learner;
- Excellent adaptability and flexibility;
- Strong communication skills;
- Genuine interest to work in the humanitarian sector;
- High level of motivation, and commitment to accuracy;
- Strong sense of responsibility;
- Good team player.
We offer rewarding and enriching work in a humanitarian and international environment, and:
- Initial training and on-boarding organized;
- Opportunity to work and grow in an international working environment in the humanitarian sector;
- Good working conditions and competitive salary with benefits.
Dear candidates! Please send us your CV till the 19.08.2022