Координатор закупівель та організації заходів

Pact Inc. оголошує конкурс на заміщення вакансії Координатора закупівель та організації заходів для проекту USAID/ENGAGE (далі – англ.)

Pact Inc. seeks candidates to fill the position of Procurement and Events Coordinator for the USAID/Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE) activity in Ukraine

Pact is committed to the principle of equal employment opportunity and is dedicated to the fair and equal treatment of all employees without regard to gender, race, color, religion, creed, age, sexual orientation, national origin or ancestry, disability, or marital status. All applications will be treated with the strictest confidence.

Location: Kyiv, Ukraine

Supervisor: Finance Manager

Job type: Full Time

Effective Date: ASAP

Duration: eight months with possibility of extension

About Pact

Pact is an international development organization with a mission to help build strong communities globally that provide people with an opportunity to earn a dignified living, raise healthy families, and participate in democratic life. Pact achieves this by strengthening the capacity of grassroots organizations, coalitions and networks and by forging linkages among government, business and the citizen sectors to achieve social, economic and environmental justice.

About the ENGAGE activity

Pact seeks candidates to fill the position of Procurement and Events Coordinator for the USAID/Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE) activity. ENGAGE aims to increase citizen awareness of and engagement in civic actions at the national, regional, and local level. By strengthening civil society’s responsiveness to diverse constituencies, the USAID/ENGAGE activity aims to empower citizens to advocate for reform, demand effective implementation, and hold government accountable in the path toward a peaceful and prosperous European Ukraine.

Position summary

Procurement and Events Coordinator will be responsible for Request for Quotations (RFQ) process, as well as for the activity events organization and coordination, and other administrative duties as assigned to enhance the efficiency of day-to-day operations. S(He) will work closely with the Finance and Administrative and Program Department staff. This position executes strategic purchasing plans to optimize price, quantity, availability and reliability following prescribed procedures and maintains a firm knowledge of accepted product quality and workmanship standards as well as purchasing practices and policies. As an Events Coordinator s(he) will be responsible for every aspect of an event, from choosing venues to evaluating success afterwards.

Specific duties and responsibilities:

• Generate requisitions, RFQ and RFP; conduct comparative analysis of all bids received in response to each RFQ; organize and moderate the tender committee;
• Prepare selection memo based on analysis of the bids after selection process;
• Prepare purchase orders, agreements and provide overall scheduling, follow up with the vendors;
• Provide monitoring and market information analysis for the hiring and procuring goods and services from independent contractors and consultants;
• Offer procurement solutions and promoting international best practice;
• Assist with the activity events preparation: research venues, suppliers and contractors, and then negotiate prices and hire;
• Manage and coordinate suppliers and all event logistics (e.g. venue, catering, travel);
• Plan events with attention to financial and time constraints;
• Book venues and schedule speakers;
• Announce consultants’ competition, prepare consultancy agreements, collect consultant’s documents;
• Collect and review consultants’ invoices and logs and submit them for payments if needed;
• Update the vendors’ database and procurement and consultants’ tracker on the regular basis;
• Maintains accurate and timely electronic and hard copy filing;
• Perform other duties as assigned.

Requirements:

An ideal candidate will possess the following characteristics:

• Master’s degree in a relevant field;
• 2-3 years of prior procurement or comparable experience;
• Experience with international donor-funded programs, particularly USAID-funded contracts;
• Fluent in English, Ukrainian, and Russian;
• Excellent organizational skills and ability to manage a complex workload and deadlines;
• Ability to manage budgets and negotiate them;
• Proactive, fast-thinker, and able to work with minimal supervision;
• Ability to organize routine data and maintain established procedures;
• Advanced level keyboard skills and computer literacy on a variety of software applications (MS Word, Excel, Access, etc.);
• Strong critical thinking and attentiveness to detail;
• Excellent teamwork skills.

Preference for:

• Demonstrated history of providing procurement services in a fast paced and dynamic environment;
• Solid knowledge of the industry;
• Demonstrated experience working and negotiating services with suppliers and vendors.

To Apply:

Please send your CV and cover letter to [email protected] with “Procurement and Events Coordinator” in the subject line by OOB February 20, 2017. Please include at least three contacts of your former supervisors who can provide reference for you. We thank you for your interest. Please note that only short-listed candidates will be invited to interview.