Background

The National Democratic Institute (NDI) is a non-profit, non-governmental organization that works to strengthen democratic institutions around the world by engaging civil society and promoting openness and accountability in government. NDI has been supporting local democratization efforts in Ukraine since 1992. For more information about NDI, please visit: www.ndi.org 

General overview of the position

The National Democratic Institute in Ukraine (NDI Ukraine) seeks an Administrative Officer to assist the efficient procurement of goods and services necessary for the implementation of NDI’s programs in Ukraine. Reporting to the Procurement Officer, and ultimately Senior Country Director and Deputy Country Director, the Procurement Assistant will be responsible for assisting in all aspects of the procurement process, including sourcing vendors, negotiating contracts, and ensuring compliance with organizational policies and procedures, as well as donor regulations. This role requires strong attention to detail, excellent communication skills, and the ability to work effectively in a fast-paced environment.

This position is based in Kyiv, Ukraine. 

Primary Responsibilities

Procurement Process Management:

• Assist in the procurement process for goods and services, ensuring timely acquisition and delivery according to project timelines and budgets.

• Help source and evaluate vendors, obtain competitive bids, and support contract negotiations to secure favorable terms and pricing, maintaining communication with the bidders, selected vendors

• Assist in preparing procurement documents, including requests for quotations (RFQs), requests for proposals (RFPs), purchase orders, and contracts, ensuring accuracy and compliance with organizational policies and donor requirements.

• Under the supervision of the Procurement Officer, coordinate with program teams to identify procurement needs and specifications.

• Monitor and track procurement requests, ensuring timely processing and delivery of goods and services to meet programmatic objectives.

• Under the supervision of the Procurement Officer, maintain procurement records and documentation in accordance with organizational policies and procedures, including vendor files, contract agreements, and procurement logs.

• Manage TOs and track contract ceiling

• Check and proofread contracts ensuring the compliance with donors and NDI regulations

Compliance and Risk Management:

• Ensure compliance with organizational procurement policies and procedures, as well as donor regulations, throughout the procurement process.

• Conduct due diligence on vendors and suppliers to verify their qualifications, experience, and compliance with legal and ethical standards.

• Assist in identifying and mitigating procurement-related risks, escalating issues as necessary to ensure timely resolution and minimize impact on program activities.

Vendor Management and Relationship Building:

• Cultivate and maintain positive relationships with vendors and suppliers, serving as a point of contact for procurement-related inquiries and issues.

• Monitor vendor performance and adherence to contract terms, addressing any concerns or discrepancies in a timely and professional manner.

• Collaborate with program teams to assess vendor performance and gather feedback for continuous improvement.

Capacity Building and Training:

• Provide support and guidance to program staff on procurement policies, procedures, and best practices, as needed.

• Stay informed of developments in procurement regulations and practices, attending training sessions and workshops to enhance knowledge and skills in procurement management.

• Perform other related duties as required to ensure efficient office operations.

Required Skills and Experience

• Educational Background: Bachelor’s degree in Business Administration, Supply Chain Management, Procurement, or a related field.

• Experience: Minimum of 2-3 years of experience in procurement or supply chain management.Experience working with non-profit organizations and understanding donor regulations is preferred.

• Understanding of procurement regulations and practices.

• Familiarity with donor requirements and compliance standards.

• Ability to work collaboratively with cross-functional teams.

• Strong interpersonal skills to build and maintain relationships with vendors and stakeholders.

• High ethical standards and integrity in procurement practices.

• Commitment to ensuring transparency and fairness in the procurement process.

• Strong computer skills, including MS Office Suite (Word, Excel, PowerPoint).

Remuneration Package

NDI Ukraine’s salaries are subject to applicable employment taxes established by the government legislation. Gross salary reflects a 40-hour per week work schedule. Healthcare insurance coverage is available from the first day of employment. The full benefits of local staff members of the NDI-Ukraine office after the probation period include 20 days of paid vacation leave per year, paid sick leaves, and officially observed Ukrainian holidays.

Deadline: The deadline for the submission of the required documents is by close of business on August 18, 2024. Only selected candidates will be invited for a written test and a subsequent interview.

Interested applicants should submit CVs and motivation letters in English by the link: https://forms.gle/dikBZcsDNvAgyfdz7.

The NDI Ukraine is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all national, religious, ethnic, and social backgrounds to apply to become a part of the organization.

The NDI Ukraine is committed to fostering a diverse and inclusive workplace, and encourages all applicants, regardless of their abilities, to apply to become a part of the organization.

NDI Ukraine has the authority to re-promote the vacancy, terminate the recruitment process, provide an appointment at a lower grade, or offer an appointment with a revised job description or for a different duration.