Procurement Assistant, Ukraine Monitoring and Learning Support (UMLS) project at EnCompass LLC

Position Description

EnCompass LLC is seeking a Procurement Assistant for a seven-year United States Agency for International Development (USAID) monitoring, evaluation, and learning (MEL) support activity based in Kyiv, Ukraine.

On March 2, 2020, EnCompass LLC was awarded the Ukraine Monitoring and Learning Support Contract (UMLS) to support the USAID mission in Ukraine to holistically provide technical assistance support and other services in monitoring and evaluation. EnCompass, our subcontractor NORC at the University of Chicago, and other local partners will aim to improve the achievement and sustainability of USAID’s development outcomes for USAID/Ukraine, including USAID/Belarus.

The Procurement Assistant will assist the Procurement Specialist to respond in a timely manner to procurement requests on equipment, supplies and services for office operations and for technical activities in accordance with EnCompass procurement policies and United States Federal Acquisition Regulation (FAR) and USAID Acquisition Regulation (AIDAR).

This full-time position is based at the EnCompass Kyiv, Ukraine, office and will report to the project Operations Manager.

Position Duties and Responsibilities

Essential functions:

• Work closely with the Operations Manager, Procurement Specialist, Home Office Contracts team, and home office Project Operations and Management function (POM) to respond in a timely manner to procurement requests on equipment, supplies and services for local office operations and for technical activities in accordance with EnCompass procurement policies and FAR and AIDAR regulations.
• Receive and/or initiate procurement requisition forms for operations and technical activities and enter into and maintain Procurement Tracker.
• Assist in preparation and announcement of requests for quotations (RFQs)/requests for proposals (RFPs).
• Assist in the preparation of all documents within the framework of procurement for operational and technical activities, starting from the preparation of requests for quotations, quotation evaluation reports, selection and justification memos, maintaining correspondence with suppliers (such as notifications to suppliers on the award or rejections), ending with the preparation of contracts, etc.
• Assist in submission of agreement request packages to the Home Office Contracts team for review and approval.

• Assist in submission of procurement packages with Invoices to the Project Accountant for processing the payment.
• Maintain procurement filing system of the local office, scan and upload procurement files on Share Point, label and maintain complete electronic and hard copies of files, ensure that appropriate documentation is included in each procurement file.
• Assist in inventory tracking and management and in provision of procurement status reports and inventory summaries as requested by project management.
• Other duties as assigned.

Position Requirements

Qualifications

Academic Qualifications

• Bachelor’s degree in management, finance or equally relevant field required

Experience and Skills

Required:

• Minimum of one year of experience in procurement of commodities and services or office administration required.

• Excellent administrative, organizational and multi-tasking skills.

• Strong command of Microsoft Office required.
• Strong work ethic and the ability to work well independently and as part of a team required.
• Ability to effectively communicate verbally and in written form in Ukrainian and English required.

Preferred:

• Proven experience developing new organizational systems and tools, preferred
• Professional experience with international donor programs, particularly USAID, preferred.

How to Apply

• Please submit CV and cover letter, and complete the application online
• Use of Artificial Intelligence (AI) programs to write your application materials or to submit answers to screening questions could disqualify your application and/or candidacy.
• Applications and CVs sent to the aforementioned inbox will not be considered

EnCompass LLC is a progressive Equal Opportunity Employer. We promote, celebrate, and support a diverse and inclusive organizational culture and workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where all are treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, hiring, promotions, disciplinary measures, terminations, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against individuals who report discrimination or harassment. Our continuing commitment to the principle of Equal Opportunity Employment for all means all employment decisions are based only on the job requirements, the candidate’s qualifications, and the needs of EnCompass as a business—not on race, color, ethnicity, national origin, religion, belief, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family/marital/parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.

For US based positions: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

If you require accommodations in line with the Americans with Disabilities Act to complete your application, please call 301-287-8700, provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case-by-case-basis, and we will call you back within approximately 3 business days.