Procurement Officer

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world’s largest international humanitarian non-governmental organizations (INGO), at work in more than 50 countries and more than 25 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you’re a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

Duty station: Kyiv

Key Working Relationships: 
Position directly supervises: Drivers
Other Internal and/or external contacts: 
Internal: Regular relationships with program staff, Operations staff and country Supply Chain staff at all levels 
External: Vendors and Services providers.

Job overview
The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office. The position holder will procure Program supplies, services and equipment, whilst ensuring good practices and maintaining audit-compliant records. You will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures. 

Key responsibilities
1. Procurement Planning
Working closely with Procurement Manager, and other internal and external partners, you will effectively plan and support program implementation by:
• Collecting, organizing and analyzing data market information and data to enable effective procurement planning
• Preparing and implementing procurement plans following related IRC procurement Standard Operating Procedures (SOPs)
• Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement..
2. Procurement 
Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with GSC and donors’ standards, the role holder will:
• Support the development of procurement specifications
• Process approved Purchase requisitions through the procurement software ensuring data accuracy.
• Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).
• Train and certify procurement committee members and participate in tender meetings and evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Review procurement documents for accuracy before taking payment for approval.
• Collaborating with all departments by Coordination with finance, grants and program to ensure smooth and timely procurement
3. Contract Management
You will lead the contracting process so that the terms and conditions, and contracting procedures as provided by Global Supply Chain are followed.
To achieve this, you will:
• Prepare and executing contracts for recommended bidders
• Timely renew qualifying contracts and Master Agreements.
• Execute contracts against set performance indicators
4. Supplier Management
The role will lead supplier relationships and performance to ensure that Suppliers adhere to Service Level Agreements (SLAs), and that there is precise record keeping. This includes:-
• Maintaining suppliers files and documentation
• Monitoring and documenting supplier performance
• Maintain supplier performance score cards.
5. Compliance and Ethics
You will assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:
• Implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.
• Providing consistent and constructive support to other departments to ensure compliance with policies and procedures
• Identifying and reporting procurement red flags across the procurement value chain
• Implementing corrective action plans (CAPs) in response to internal and/or external audit queries
6. Reporting 
You will support timely and accurate reporting by:
• Preparing and submitting accurate monthly reports to the Procurement Manager on time.
• Supporting with developing and updating the procurement plans (assigned) as required.
• Submitting monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance
• Submit periodic procurement tracking report for specific Grants that you are assigned to.
7. Team Leadership and Development
• Setting procurement team members’ objectives
• Documenting training needs
• Ensuring that all procurement staff and counterparts are trained to standard

Requirements:
Education: Diploma in Business Administration/Financial Accounting or Logistics related field 
Work Experience:
• 3-4 years of work experience in supply chain operations (Procurement)
• Experience working with NGO preferred.
Demonstrated Skills and Competencies:
• Knowledge of generic procurement procedures and practices 
• Proven success as a procurement leader within supply chain including planning, procurement and logistics
• Good collaborator and influencer with effective interpersonal and analytical skills who work seamlessly across cultures, organizational units and suppliers.
• Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting
• Good negotiation skills
• Excellent skills in conducting market analysis and sourcing strategies.
• Able to work effectively in a highly matrixed structure
• Good mathematical skills.
• Good skills in spoken and written English; fluent in Ukrainian and/or Russian.

IRC employees are eligible to the following benefits:
• Competitive salary
• Purposeful job and development opportunities
• English classes and unlimited online training courses
• Life Insurance
• Medical insurance for staff and family members
• 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
• Up to 10 days of paid medical leave 

PROFESSIONAL STANDARDS
 
IRC builds diverse and inclusive teams of professionals who promote team engagement, inclusion and cohesion, critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients. 
 
The International Rescue Committee is determined to protect the people it serves, its staff and any person associated from all kinds of harm, abuse, and violence, including sexual exploitation, abuse and harassment. It is committed to taking all necessary preventive measures and creating an environment where people feel safe and can report misconduct. IRC workers must adhere to the core values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. The IRC also operates and enforces a set of complementary institutional policies to protect clients and staff from harm and abuse through the Adult and Child Safeguarding policies, the Respect at Work and Harassment-free Workplace policies, the Anti-retaliation and Reporter Protection policy, which are complemented by the IRC Global Reporting guidelines. These commitments are accessible in English and in Ukrainian language via this link: https://rescue.box.com/v/irc-safeguarding-policies. 

Where misconduct is alleged, IRC follows a Zero-tolerance approach and takes all necessary actions and corrective measures. The IRC investigation unit comprises of experts and trained investigators that ensures professional survivor-centered investigations are conducted if allegations of safeguarding violations are reported through the safe and accessible reporting channels that IRC makes available to its staff, partners, and clients. IRC is also an active member of the Inter-Agency Working Group on Protection from Sexual Exploitation and Abuse (PSEA) set-up in Ukraine. 

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people who are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.