MAIN JOB PURPOSE:

The Procurement Specialist is responsible for providing support with all purchases of goods and applicable services for the SAFEMed Activity in Ukraine, in compliance with MSH procurement policies and procedures.  S/he sources vendors, negotiate contracts, ensures prompt delivery, and liaises with the accounting office to ensure that vendors are paid in a timely manner.  The Procurement Specialist is cognizant of and adheres to, MSH’s Code of Business Ethics and Procurement Integrity Standards.

This position’s responsibilities are highly cross-functional and will support all work streams.

LOCATION: Kyiv, Ukraine

TIME TYPE: Full time

MAIN DUTIES AND RESPONSIBILITIES:

1.  Procurement of Goods and Commercial Services in compliance with MSH procurement policy, purchasing procedures and donor regulations

• Prepare Requests for Quotations/Proposals (RFQ/RFP) and participate in the entire procurement process.
• Monitor the receipt of quotes/proposals and ensure compliance with USAID and MSH policies and procedures to maintain a competitive environment.
• Perform price reasonableness assessments, vendor selection, and cost analyses in alignment with RFQ/RFP requirements and technical specifications.
• Coordinate the formation of procurement committees responsible for evaluating tender proposals against the necessary qualifications, technical specifications, and prevailing market prices.
• Participate in all phases of procurement evaluations, including bidders’ prequalification, technical and cost assessments, and final decision-making.
• Ensure the regular execution of Clearance Verifications and Past Performance assessments for both potential and active vendors.
• Collaborate with local vendors to facilitate the VAT exemption process.
• Prepare Purchase Orders, contracts, agreements, and any necessary modifications.
• Scrutinize invoices and acceptance documentation submitted by vendors before authorizing payment, ensuring compliance with all contract terms and conditions.
• Monitor the timely delivery of goods/services from local vendors.
• Evaluate and analyze vendor performance in accordance with the stipulations outlined in Purchase Orders, contracts, and agreements; engage in negotiations with vendors as required.
• Maintain and update the Procurement Tracker.
• Update ongoing and long-term agreements (LTA), ensuring timely renewals or terminations when necessary.
• Prepare and finalize procurement documentation while vigilantly monitoring and tracking all project procurement activities.

2. Procurement Administration

• Perform prequalification procedures for vendors to expand and diversify the Preferred Vendors’ List across various categories.
• Offer support and guidance for Project and recipients’ events (forums, workshops, webinars, training sessions) and business trips.
• Participate in introductory procurement trainings for new employees.
• Participate in training sessions for existing employees to refresh their knowledge of MSH procurement procedures and documentation requirements.
• Participate in MSH Monthly Global Procurement meetings.

QUALIFICATIONS

REQUIRED MINIMUM EDUCATION:

Bachelor’s degree in economics, business administration or related field.

REQUIRED MINIMUM EXPERIENCE:

At least 3 years of work experience in procurement activities

KNOWLEDGE AND SKILLS

• Experience working on USAID donor-funded project or with an NGO and strong knowledge of aspects of US Government federal regulations, specifically USAID regulations.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills demonstrated ability to interact professionally with a culturally diverse staff, clients, and consultants.
• Excellent negotiation skills.
• Ability to work independently, take initiative, and ability to meet deadlines with attention to detail and quality.
• Fluency in Ukrainian and strong ability to communicate in English including reading, writing, and speaking skills.
• Skilled in Outlook (Office 365), SharePoint, Teams, Calendar, Microsoft Office including Excel, Word, Power Point.
• Strong numeric skills and attention to details and quality.
• Ability to work in a team-oriented environment while maintaining an individual workload.
• Understanding of key aspects of procurement, accounting, creating, and analyzing journal entries with ability to use basic accounting software i.e., QuickBooks Online Procurement module will be an added advantage.
• Good organizational skills, ability to work under pressure and juggle multiple priorities.
• Ability to work independently.

WE OFFER:

• Official employment due to Ukrainian Labour law and competitive remuneration;
• Medical Insurance;
• Office in the city center with a shelter;
• Hybrid work (combining office-based and home-based working days);
• International work environment and opportunities for professional development;
• Wellbeing support programs for employees.

Please send your application via the following link: 

https://msh.wd1.myworkdayjobs.com/External/job/Ukraine-Kyiv/Senior-Procurement-Analyst_R3812