Procurement Officer at Global Communities

Background:

Global Communities works at the intersection of humanitarian assistance, sustainable development and financial inclusion to save lives, advance equity and secure strong futures. We support communities at the forefront of their own development in more than 35 countries, partnering with local leaders, governments, civil society and the private sector to achieve a shared vision of a more just, prosperous and equitable global community.

Global Communities has been present in Ukraine since 2016 supporting local governance and civil society through a sustainable development portfolio. Since February 2022, Global Communities has expanded it’s programming to deliver humanitarian assistance through a community-led response, which is designed with the goal of saving lives, reducing suffering, and addressing urgent needs while supporting communities to lead their own response and prepare for recovery.

JOB SUMMARY:

The Procurement Officer assists and supports implementation of both administrative and operations-related procurement, assists in implementing procurement tracking and management systems and ensures that procurement functions are efficient, compliant with internal policies and donor regulations, and are well-coordinated and integrated with other teams within the program.

PRIMARY JOB RESPONSIBILITIES:

• Work closely with the GC technical departments to ensure the Procurement Plan is being followed;
• Ensure adherence to procurement flow chart and protocols for GC, showing clear responsibilities;
• Review and approve partner procurement requests, according to detailed budget;
• Review solicitation documents drafted by sub-grantees for direct procurements;
• Contribute to production of regular procurement reports and ensuring that Procurement Tracking Sheet is accurate and updated, and the reports are provided as requested to the Senior Procurement Manager and Operations Director;
• Coordinate and complete all procurement processes, including accurate documentation for tendering, contracts, and Purchase Orders, and ensure accurate maintenance of procurement summary memos (PSM);
• Manage and verify all payments in accordance with delivery documentation and contracts;
• Ensure all procurement is carried out in accordance with the Global Communities procurement standard operating procedures in the Field Finance and Accounting Manual and, as appropriate, relevant donor requirements. Ensure all files are properly maintained;
• Under supervision of the Senior Procurement Manager, support program managers and technical staff to prepare procurement plans and prepare and launch tenders. Organize evaluations in cooperation with a procurement committee, both locally and internationally;
• Organize and contribute to market surveys, assessments on regular basis, in accordance with Procurement needs and SOP;
• Work closely with technical departments to ensure the items and equipment required and budgeted for by their projects are purchased and transported in a timely and efficient manner;
• Provide regular reports to the Senior Procurement Manager, covering all aspects of procurement;
• Regularly check names of prospective suppliers against lists of suspected fraudulent suppliers, and immediately inform the Senior Procurement Manager if there are any concerns;
• Work with GC sub-awardees to develop their internal grants management and procurement policies and procedures to enable and empower them to conduct compliant procurements consistent with USAID/BHA, USAID, UN, and other donor funded programs as part of an overall localization strategy. This includes traveling to the field sites and conducting on-site, hands-on mentoring and capacity building, jointly with other GC teams and programs;
• Carry out any other related duties as might be reasonably requested by the Supervisor.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Negotiation and problem-solving skills;
• Good interpersonal and communication skills;
• Excellent command of excel and other database applications;
• Computer/word processing and standard office software skills;
• In addition, must be flexible, willing to perform assigned and additional duties and work irregular hours under potentially hazardous conditions;
• High analytical and reporting skills;
• Team player with excellent planning skills;
• Ability to solve problems in the field with suppliers.

REQUIRED QUALIFICATIONS:

• A Bachelor’s Degree required; Master’s Degree preferred in relevant field;
• A minimum of 4 years of experience in procurement and supply chain management required;
• At least 1 year of experience on USAID or other USG and donor funded programs preferred; additional private sector experience may count in lieu of work with donors;
• Previous experience working with Global Communities in Ukraine highly desirable;
• Fluency in English and Ukrainian required.

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.