Procurement Officer

JOB
OVERVIEW
The
Procurement Officer (PO) is responsible for the implementation of procurement
functions for IRC’s Odesa office. The position holder will procure program
supplies, services, and equipment while ensuring good practices and maintaining
audit compliant
records. The PO will ensure all purchases of goods
and services are done transparently, at the best available price, and in
compliance with IRC and donor procurement policies and procedures.

RESPONSIBILITIES: 
1.   Procurement Planning: 
Working
closely with the Supply Chain Manager and other internal and external parties,
PO will: 
– Collect, organize, and analyze market information and data to enable effective procurement planning.
– Support development and implementation of procurement plans following related IRC procurement Standard Operating Procedures (SOPs).
– Monitor the supply market and conduct market surveys and analysis to ensure value for money in procurement.
– Identify potential risks in the procurement process and support development of mitigation strategies.
– Coordinate with program teams to forecast procurement needs and ensure alignment with project timelines.

2.   Procurement: 
– Implement procurement plans and strategies to ensure all procurement needs are met on time in line with Global Supply Chain (GSC) and donor standards.
– Work with Program and Operations staff to develop procurement specifications and ensure they meet program requirements.
– Process approved purchase requisitions using ERP software, ensuring data accuracy.
– Initiate and process Requests for Quotations (RFQs) and Requests for Proposals (RFPs).
– Prepare bid analyses and other bidding documents for approval.
– Conduct transparent and documented negotiations with suppliers.
– Issue Purchase Order (PO) and contracts.
– Review procurement documents for accuracy before submitting them for payment approval.
– Coordinate with finance, grants, and program departments to ensure smooth and timely procurement processes.
– Ensure compliance with IRC procurement policies and donor regulations throughout the procurement process.

3.   Contract Management: 
– Conduct the contracting process to ensure terms, conditions, and procedures provided by Global Supply Chain are followed.
– Prepare and execute contracts for recommended bidders.
– Timely renew qualifying contracts and Master Agreements.
– Execute contracts against set performance indicators.
– Monitor contract performance and ensure compliance with terms and conditions.
– Provide guidance on contract management and resolution of any contract related issues.

4.   Supplier Management: 
– Monitor supplier relationships to ensure adherence to Service Level Agreements (SLAs).
– Maintain supplier files and documentation.
– Monitor, evaluate and document supplier performance.
– Maintain supplier performance scorecards.
– Conduct supplier evaluations and provide feedback to improve performance.
– Maintain a database of reliable and high performing suppliers.
– Foster long-term relationships with key suppliers to ensure a steady supply of quality goods and services.

5.   Compliance and Ethics: 
– Identify and analyze compliance risks in procurement processes.
– Implement donor rules and regulations for all procurements.
– Conduct due diligence for suppliers, including reference checks and supplier visits.
– Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
– Identify and report procurement red flags across the procurement value chain.
– Implement corrective action plans (CAPs) in response to internal and external audit queries.
– Promote a culture of ethical procurement practices and adherence to organizational policies.

6.   Reporting: 
– Support timely and accurate procurement reporting.
– Prepare and submit accurate monthly procurement reports to the Procurement Manager.
– Develop and update procurement plans as required. Monitor and analyze procurement activities against procurement plans.
– Submit monthly lists of commitments to the Procurement Manager/Supply Chain Coordinator and Finance.
– Prepare periodic procurement tracking reports for specific grants assigned.
– Provide strategic insights and recommendations based on procurement data and reports.

7.
Partnerships management
– Support partner assessments within the scope of procurement.
– Develop a training plan for partners, ensuring it aligns with the cooperation framework.
– Conduct training sessions focused on procurement to build partners’ capacity.
– Perform both ad-hoc and regular monitoring visits to evaluate partner performance.
– Ensure that partners receive the necessary training and capacity-building support as outlined in the cooperation framework.
– Provide timely and accurate reporting on training and monitoring activities.
– And any other additional tasks as per
request from direct manager.

JOB
REQUIREMENTS: 
Education: 
– Bachelor’s Degree in Business Administration, Financial Accounting, Logistics, or a related field.
– Advanced degree or professional certification (e.g., CIPS) preferred.
Work
Experience: 
– Minimum of 2 years of work experience in supply chain operations, with a focus on procurement.
– Experience working with NGOs is preferred.
– Demonstrated
Skills and Competencies: 
– Knowledge of procurement procedures and practices.
– Proven success as a procurement leader within supply chain, including planning, procurement, and logistics.
– Strong collaborator and influencer with effective interpersonal and analytical skills, working seamlessly across cultures, organizational units, and suppliers.
– Extensive knowledge and experience in procurement plans, strategies, market analysis techniques, procurement, and contracting.
– Strong negotiation skills.
– Excellent skills in conducting market analysis and sourcing strategies.
– Ability to work effectively in a highly matrixed structure.
– Computer literacy (Microsoft Office Word, Excel spreadsheets, Outlook).
Language Requirements: Fluency in Ukrainian and English.

KEY WORKING
RELATIONSHIPS: 
Position Reports to: Supply Chain Manager Odesa
Position directly supervises: N/A
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 service providers.