Procurement and Logistics Officer / Фахівець із закупівельна 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 Officer manages administrative, contractual, and operational aspects related to the procurement of commodities, services, and works for the Ukraine PFRU programme, ensuring that quality standards are met and all procurements are cost-effective and compliant with Chemonics and FCDO regulations. The Procurement & Logistics Officer will work closely with PFRU’s technical team to ensure that procurements meet needs of beneficiaries and stakeholders, and oversee the shipment and delivery of commodities to PFRU partners. 

Specific Duties and Responsibilities

• Provides inputs to overall policies, practices, and procedures relating to all aspects of procurement.
• Conducts programme related procurements for designated portfolio, ensuring compliance with Chemonics policies and procedures, FCDO regulations, and PFRU’s Procurement Manual.
• Issues invitations to tender (ITTs), requests for quotations (RFQs) or Requests for Information (RFI) on behalf of the Ukraine PFRU team and participates on selection panels to ensure transparency and compliance at all steps. Work with the Ukraine PFRU fund and technical teams to prepare and finalize tenders, bidding documents, technical specifications, contracts, schedules of completion, 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, coordinates evaluation committees, conducts vetting of vendors and service providers, and drafts contracts and purchase orders
• Supports Procurement & Logistics Managers in coordinating with technical and fund teams on project and activity design to ensure suitability and feasibility of proposed procurements.
• Manages the delivery of commodities and works as necessary 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.
• Makes efforts where possible to streamline the procurement process through establishing appropriate Blanket Purchase Agreements or other framework agreements with vendors (as applicable).
• Maintains the programme’s commodity management tracking system for grantees and vendors to provide accurate information to office manager for office inventory.
• Develops any required procurement related approval documentation for submission to FCDO (when required).
• Participates in negotiating terms and conditions of contracts. Monitors contracts and purchase orders issued to vendors and conducts follow up as necessary to ensure compliance to terms and conditions.
• Issues payment requests and processes invoices in line with vendor contract and purchase order payment terms. Ensures completeness of procurement finance voucher.
• Assists Ukraine PFRU operations and admin staff on the procurement of commodities and professional services for the progamme office (as needed).
• Maintains the overall integrity of the procurement filing system by ensuring that 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 PFRU technical team.
• Provides procurement status reports when requested including attending and actively participating in project implementation meetings.
• Contributes to and maintains PFRU’s vendor database.
• Perform any other tasks requested by the Procurement and Logistics Manager and Procurement Director.

Qualifications:

• Bachelor’s degree in business administration equally relevant field preferred.
• Two years of experience in working in procurement of commodities and services for a FCDO or other donor-funded projects 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.
• Demonstrated leadership, versatility and integrity
• Fluency in Ukrainian and English is required.

Place of Assignment

Kyiv, Ukraine

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