Менеджер/ка із закупівель / Procurement Manager

Project Description 

The Meeting Targets and Maintaining Epidemic Control (EpiC) project is an eight-year (2019–2027) global health project funded by the U.S. Department of State (DoS) as part of the President’s Emergency Plan for AIDS Relief (PEPFAR). EpiC operates in approximately 50 countries, addressing key public health challenges such as HIV/AIDS, pandemic preparedness, and global health security.  

In Ukraine, the project receives Global Health Security (GHS) funding to strengthen global, regional, and local public health systems, building on broad experience and existing capabilities that align with national GHS priorities and US Government goals. EpiC will support the national and regional public health institutions, health care facilities, the State Service of Ukraine on Food Safety and Consumer Protection’s research institutes and regional departments, academic institutions, as well as civil society organizations to strengthen GHS capacities in infection prevention and control (IPC), antimicrobial resistance (AMR), health emergency management (HEM), with a particular focus on the prevention, detection and response to infectious disease outbreaks of epidemic significance. All activities will be aligned with national regulations, guidelines and standards, as well as relevant international frameworks.   

This position will be based in Kyiv, Ukraine. This position is open to Ukrainian nationals who are residing in Ukraine or are willing to relocate to Ukraine. Professional proficiency in written and spoken Ukrainian is required. 

Job Summary: 

The Procurement Manager will be responsible for coordinating, managing and overseeing day-to-day implementation of all procurement activities required in the implementation of EpiC Ukraine activities. This includes optimizing procurement processes, building the capacity of the procurement team, and overseeing compliance to FHI 360, U.S. Government, and local regulations throughout all procurement activities. The Manager will coordinate closely with other members of the EpiC Ukraine staff and FHI 360 global staff, and will play a key role in maintaining transparent, ethical, and efficient procurement processes that support timely and compliant program delivery 

Accountabilities:  

• Lead end-to-end procurement processes for goods and services, from requisition to delivery/payment.  
• Maintain procurement procedures in accordance with the FHI 360 Operations manual. Contribute to providing updates to the Procurement Manual and ensure policies and templates are disseminated among procurement staff and the wider program team as needed. 
• Lead, train, and support the procurement team by establishing clear roles, setting measurable objectives, and overseeing performance management; foster effective team building through strong leadership and collaborative guidance. 
• Deliver on-the-job training and organize regular sessions for procurement and program staff to strengthen understanding of FHI 360’s procurement policies and procedures, supporting continuous learning and capacity building. 
• Establish and maintain both online and hard copy filing systems in accordance with FHI 360 and Ukrainian financial requirements to ensure all procurement documentation is properly organized and readily accessible.  
• Review procurement packages for adherence to FHI 360 and donor regulations prior to submission of purchase packages for approvals.  
• Help non-procurement staff understand the requirements for submitting accurate and thorough requisitions, cost estimates, statements of work, or determine other technical specifications. 
• Determine source selection methods for complex procurement to ensure compliance 
• Establish and manage a procurement tracking system to monitor program commitments and liabilities, ensuring timely updates and accurate reporting.  
• Collaborate with program teams to develop and maintain annual procurement plan with clear timelines and category breakdowns, and design implementation strategies that enhance efficiency, leverage economies of scale and ensure timely delivery of goods and services. 
• Maintain accurate procurement records and develop pre/post-award documentation, including RFPs/RFQs, scopes of work, price justification, market research memos, negotiation memos, and supplier pricing and delivery timelines. 
• Collaborate with the FHI 360/Ukraine Platform team to manage existing and issue new Master Service Agreements to support the Subdivision operations across Ukraine. 
• Perform regular spot audits of procurement files to ensure completeness, accuracy, and compliance 
• Assist with the maintenance of an up-to-date vendor list by obtaining and organizing supporting documentation on activities. Conduct market research efforts to identify and qualify potential suppliers (and products/services) 
• Monitor supplier performance and adherence to contractual terms to ensure timely delivery of goods and services in accordance with established specifications. 
• Contribute to the Operations section of donor reports by providing accurate, timely, and relevant updates on procurement activities, compliance status, and operational milestones. 
• Serve as a liaison between the program team and the financial team to provide the documentation necessary to issue the payments related to the activities. 
• Performs other duties as assigned.  

Education & Experience: **  

• Bachelor’s Degree or international equivalent in Business Administration or related field. 
• Typically requires 5-8 years of procurement and logistics management experience. 
• Articulate, professional and able to communicate in a clear, positive manner with clients and staff.  
• Prior experience in an international non-governmental organization (NGO) preferred.  
• Familiarity with donor-funded procurement rules and regulations is preferred. 
• Working knowledge of standards and functions and applies the fundamental concepts, practices and procedures of procurement activities.  
• Proficient use of Microsoft Office and computer software skills.  
• Good problem solving skills, well organized and detailed oriented. Ability to analyze and interpret data, identify errors and prepare reports.  
• Ability to research and evaluate technical proposals and make appropriate recommendations. 
• Ability to comprehend and make inferences from technical materials and equipment. 
• Demonstrated knowledge in pricing, contracts negotiations, policies and procedures. 
• Record keeping, report preparation, filing methods and records management techniques. 

Typical Physical Demands:  

• Typical office environment.  
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.  
• Ability to sit and stand for extended periods of time.  
• Ability to lift/move up to 3 kg.  

Technology to be Used:  

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.  

Travel Requirements:  

• Less than 10%  

**Or an equivalent combination of relevant education and/or experience sufficient to successfully perform the key responsibilities of the job. This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.  

Please apply via the link above on the vacancy website or email your CV and Cover letter to [email protected] with ‘Procurement Manager’ in the subject line. Only applications submitted in English will be considered. 

Candidates with disabilities are encouraged to apply