Procurement Assistant (1-4 positions)

Огляд

The eight-year USAID Democratic Governance East (DG East) Activity aims to strengthen the connection and trust between citizens and their government in eastern and southern Ukraine by promoting an inclusive civic identity and common civic values and addressing the divisive impacts and the consequences of the ongoing full-scale invasion of Ukraine. DG East works to develop greater acceptance of a shared civic culture based on common values and understandings, and to increase participation to improve Ukraine’s governance and reform processes and help to resolve community problems. DG East activities are implemented across four regional portfolios and an office in Kyiv.

The Procurement Assistant will provide procurement support to the project in accordance with Chemonics policy and USAID regulations. Under the direct supervision of the Procurement Manager, s/he will be responsible for the procurement of equipment, supplies and services ensuring overall compliance, providing administrative support during bidding, solicitation, selection and contracting for general, DDGS and in-kind grant procurements. He/She will also be responsible for procurement filing system maintenance.

This position reports to the Procurement Manager.

Обов'язки

• assist the Procurement Manager in responding in a timely manner to procurement requests on equipment, supplies, and services for office operations and technical activities, such as direct distribution of goods and services (DDGS and in-kind grant procurements, in accordance with Chemonics procurement policies and USAID FAR and AIDAR regulations
• receive and/or initiate procurement action requests (PARs) for technical activities and enter and maintain PAR Tracker
• assist in the preparation and announcement of RFQ/RFPs
• assist in the preparation of all procurement documents for DDGS, and in-kind grant procurements, including bid evaluation reports, selection and justification memos, notifications to vendors on awards or rejections, purchase orders, contracts, etc.
• work directly with vendors and service providers to obtain quotations and/or initiate procurements of requested commodities and services
• support the Procurement Manager in tracking and monitoring contracts and purchase orders issued to vendors, expenditures against contracts, and follow up as necessary to ensure compliance with terms and conditions
• coordinate with the Grant and Subcontracts team on in-kind grants and DDGS procurement activities as needed
• upon receipt of goods and services, draft Inspection Forms for signing and filing
• assist in the submission of procurement packages with Invoices to the Finance Team for processing payments
• support the Procurement Manager in monitoring vendor/contractor performance
• maintain the procurement filing system for the procurement files, scan and upload procurement files on SharePoint, label and maintain
• complete electronic and hard copies of files, and ensure that appropriate documentation is included in each procurement file
• assist in inventory tracking and management and the provision of procurement and inventory status reports as requested by project management
• travel as required to inspect, confirm delivery, and assist in the disposition of equipment at grantee/partners

Вимоги

• applicants should be citizens of Ukraine residing in Ukraine
• University degree in business administration, finance, or a related field required and 0-2 years of relevant experience  in bookkeeping, procurement, or grants
• at least two (2) years of relevant experience in bookkeeping, procurement, or grants experience required, with a preference for USAID-funded project management experience
• previous professional experience with international donor programs, particularly USAID is strongly preferred
• demonstrated ability to work productively within a team
• excellent administrative, organizational, and multi-tasking skills
• comfortable working in a multinational, multicultural environment
• proficiency in MS Windows applications (word processing, excel, spreadsheets, etc.)
• proficiency in English and Ukrainian required

Умови

• full-time position
• based in Kyiv or another designated location within Ukraine

candidates must ensure that their CV does not include a photograph, date of birth and/or marital status information

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices based on race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.