Procurement Manager at  Malteser Relief Service

Title of position:  Procurement Manager at  Malteser Relief Service in Lviv

Location: Lviv, Ukraine; 

Employment: Full-time; 

Reports to: Head of Operations 

Type of Appointment: Fixed-term – one year   

Qualification requirements: 

• University degree, Master (achelor) in Economics, Commerce, Business Administration, Engineering or Accounting, or another field relevant to Procurement. 
• Experience    of  work –  at least 2 year.  
• Experience in international and Ukrainian non-governmental organizations and projects funded by foreign donors would be preferable. 

Malteser Ukraine (Malteser Relief Service, Мальтійська служба допомоги – укр.) is the part of international humanitarian relief agency of the Sovereign Order of Malta. Malteser Ukraine began working in Lviv in December of 1990. Almost at the same time, similar charitable centers were established in Ivano-Frankivsk, Beregovo, Mukachevo and Kyiv. In 2013, the centers merged into the Maltese Relief Service in Ukraine with the main office in Lviv. The main activity of the organization are a daily charity kitchen, assistance to children in boarding schools and orphanages, poor and lonely elderly people, people with disabilities, as well as training in first aid.

Since the first day of the full-scale war in Ukraine, Malteser Ukraine has been providing humanitarian aid, taking care of shelters for displaced persons, providing hot meals for IDPs, implements a winter program (providing communities with generators, restoring destroyed buildings, providing critically important products), organizes integration activities (excursion tours for refugees, children’s camps, etc.).

Procurement Manager must know: 

• Legislation of Ukraine, resolutions, decrees, orders, decisions and other normative legal acts of state authorities and local self-government bodies that regulate the activities of a non-governmental organization (NGO);  
• Humanitarian principles NGO activities; 
• Relevant procurement procedures of Organization for purchase of goods and services according to defined thresholds. 
• The procedure for developing commercial terms of contracts, contracts, agreements; 
• Rules of Incoterms; 
• Ethics of business communication. 

languages: Ukrainian -  fluency;  English – B2 at least is required.    

Proficiency using Microsoft office, and other relevant software (especially in MS Excel)  

The Procurement Manager  in his work is guided by: 

• The Constitution of Ukraine;  
• Legislation of Ukraine and other regulatory legal acts of state authorities, local regulatory legal acts related to the activities of NGOs;  
• Policies of the Malteser Relief Service in Lviv.  

 Main Responsibilities/Tasks

• Develops procurement plans for all projects in cooperation with project managers to ensure timely and efficient procurement procedures;
• Ensure that all procurement is completed according to the Оrganization´s procedures and donor requirements at all times (compliance);
• Manage the entire procurement process (e.g. issue tenders, evaluate offers and negotiate/award contracts), following standard processes;
• Manage the completeness, accuracy and timely update of the Asset Register including supporting documentation, disposal records etc;
• Ensures all fixed assets are properly tagged/labelled and recorded in the fixed asset tracking system;
• Ensure that an accurate and detailed monthly procurement tracking report is circulated to all projects, and that  the procurement team provides quick, efficient, and supportive services to projects, with communication regarding difficulties and concerns;
• Responsible for preparing, maintaining and archiving all documents related to procurement (such as PRF, RFQ, CBA, PO and tender documents);
• Ensure that procured goods are received, checked for quality, registered and dispatched in an efficient and accountable manner;
• Conduct an evaluation of the provided services and includes observations in the completion report in order to assist in the improvement of procedures and practices related to procurement;
• Meet with supervisors and department heads to understand the needs across the Organization and forecast needs and supplies; 
• Research suppliers and vendors that meet the goals of the Organization and maintain an up-to-date supplier database; 
• Controls the process of contract fulfillment.

We offer:  

• Long-term partnership and official employment;   
• Competitive salary;   
• Career opportunities;   
• Interesting work in a team of qualified specialists in an international environment;   
• Annual vacation according with the requirements of the legislation of Ukraine;   
• Language courses, trainings;   
• Individual and group psychological support.  

2023-05-20T07:46:19.000 2023-06-18T23:59:59.000 Full time / Повна зайнятість Мальтійська служба допомоги