Procurement and Logistics Manager / Менеджер із закупівель та логістики

The Partnership Fund for a Resilient Ukraine (PFRU) is a multi-year, multi-donor[1] funded programme managed by the UK’s Foreign, Commonwealth and Development Office (FCDO) and governed in collaboration with the Government of Ukraine.

The PFRU’s aim is to set improved conditions for the Ukrainian state, in partnership with civil society and the private sector, to lead on inclusive national recovery and revitalization in the context of Russia’s aggression. This outcome is designed to facilitate the rebuilding of a more resilient, socially cohesive, inclusive, independent, democratic, sovereign and prosperous Ukraine. The PFRU provides funds to Ukrainian and international delivery partners and implements projects based on research and evidence.

Summary of Position

The Procurement & Logistics Manager manages and oversees administrative, contractual, and operational aspects related to the procurement of commodities, services and works for the Ukraine PFRU programme, ensuring quality standards are met, and all procurements are cost-effective and compliant with Chemonics and FCDO regulations. The Procurement & Logistics Manager will provide guidance and oversight to other PFRU procurement staff, PFRU technical staff, grantees, and vendors regarding procurement processes. The Procurement Manager will work closely with the technical team to develop procurement strategies and plans for projects and activities that meet the needs of beneficiaries and stakeholders.

Specific Duties and Responsibilities

• Provides significant inputs to overall policies, practices, and procedures relating to all aspects of procurement.
• Conducts programme related procurements for designated portfolio, particularly for complex services and construction works, ensuring compliance with Chemonics policies and procedures, FCDO’s regulations, and PFRU’s Procurement Manual.
• Determines the most appropriate procurement mechanism and strategy for reasonable, fair, and expeditious procurements while ensuring compliance with Chemonics policies and procedures, FCDO’s regulations, and PFRU’s Procurement Manual. Supports procurements led by Procurement & Logistics Officers and Procurement Assistants with the same.  
• Maintains ongoing records of comparable costs, to be able to benchmark Value for Money metrics for PFRU VfM (according to FCDO guidance) metrics on economy.
• Monitors market in Ukraine to identify potential Ukrainian vendors of services, goods and works.
• Identifies issues with procurements in their portfolio and processes, and proactively resolves and/or communicates the issues to the Procurement Director.
• Issues Invitations for Tenders (ITT) on behalf of the Ukraine PFRU team and participates on selection panels to ensure transparency and compliance at all steps. Works with the Ukraine PFRU fund and technical teams to prepare and finalize tenders, bidding documents, technical specifications, contracts, schedules of completion, delivery, inspection, and evaluation reports.
• Works directly with Ukrainian, regional or international vendors and service providers to obtain quotations and/or initiate procurements of requested commodities, works, and services.
• Liaises with vendors and service providers and serves as their point of contact throughout the procurement process. Arranges bidder meetings, compiles clarification questions from bidders and works with the Ukraine PFRU technical team to prepare responses, coordinate evaluation committees, conduct vetting of vendors and service providers, and draft contracts and purchase orders.
• Leads coordination with technical and fund teams on project and sub-project design to ensure suitability and feasibility of proposed procurements. Contributes to the development of a procurement plan and commercial strategy at the project design phase.
• Oversees and manages the delivery of commodities and works, and identifies needs for capacity building for proper use and maintenance of equipment in coordination with the PFRU technical team. Oversees and ensures proper inspection of equipment is conducted by both technical team and recipients of equipment.
• Manages contracts with vendors for delivery of construction works.
• Processes procurement requests in a timely manner as approved by project teams.
• Makes efforts where possible to streamline the procurement process through establishing appropriate Blanket Purchase or Framework Agreements with vendors (as applicable).
• Oversees maintenance of the programme’s commodity management tracking system for equipment provided to PFRU partners.
• Develops any required procurement related approval documentation for submission to FCDO (when required).
• Contributes to and maintains PFRU’s vendor database.
• Manages the negotiation of terms and conditions of contracts. Monitor contracts and purchase orders issued to vendors and conducts follow up as necessary to ensure compliance to terms and conditions.
• Issues payment requests and process invoices in line with vendor contract and purchase order payment terms. Ensures completeness of procurement finance voucher.
• Provides training, coaching, and advisory services to PFRU staff, beneficiaries, grantees, and vendors related to procurement policies and procedures, including tenders, technical evaluations of proposals, and contract management.
• Assists Ukraine PFRU operations and admin staff on the procurement of commodities and professional services for the programme office (as needed).
• Works with Chemonics UK’s corporate office procurement and contracts experts and Project Management Unit (PMU) to ensure all bidding documents and contracts adhere to Chemonics’ and FCDO’s procurement policies, use the most updated templates, and meet the necessary quality standards
• Ensures that procurement filing system is complete and all appropriate documentation is included in each procurement file including selection memorandums for all procurements. Maintain detailed notes to document all procurements processes and evaluations.
• Responds in a timely manner to procurement requests from the Ukraine PFRU technical team and provide procurement status reports when requested including attending and actively participating in project implementation meetings.
• Perform any other tasks requested by the Procurement Director and PFRU leadership.

Qualifications:

• Bachelor’s degree in business administration or equally relevant field preferred.
• Minimum of five years of experience in working in procurement of commodities and services for a FCDO or other donor-funded projects preferred. Procurement experience in Ukraine is required.
• Experience procuring and managing construction works preferred.
• Excellent verbal and written and communication skills.
• Demonstrated leadership, versatility, and integrity.
• Proven experience developing new organizational systems and tools required, with a strong command of Microsoft Office required.
• Ability to work in a professional manner with fellow staff members, visitors, vendors, and the public.
• Fluency in Ukrainian and English is required.

Place of Assignment

Kyiv, Ukraine

Reporting

The Procurement & Logistics Manager will report directly to the Procurement Director, or equivalent.

Application Details

Apply using the following link by December 02nd. For roles requiring English language skills, English language CVs are preferred (but not required). Applications will be considered on a rolling basis. No telephone inquiries, please. Chemonics will contact finalists.

https://app.smartsheet.com/b/form/a44f8791237c4df2a2c0d3d2ad86b2ca