Procurement and Administration Assistant (FHI 360) / Асистент/ка з закупівель і адміністрування

FHI 360 is an international nonprofit working to improve the health and well-being of people in the United States and around the world. We partner with governments, the private sector and civil society to bring about positive social change and to provide lifesaving health care, quality education and opportunities for meaningful economic participation. We do this by using research and evidence to design and deliver innovative programs that change behaviors, increase access to services and improve lives. 

Our staff of more than 4,000 professionals work in more than 60 countries. Their diverse technical expertise and deep understanding of local conditions provide a 360-degree perspective that allows us to develop customized responses to the toughest human development challenges.

FHI 360 is currently recruiting for the position of Procurement and Administration Assistant to work under the USAID-funded Ukraine Community Action for HIV Control project.

Position Summary

Under the supervision of the FHI 360 Finance and Administration Manager, the Procurement and Administration Assistant will support day-to-day purchaising, operational and administrative tasks for the FHI 360’s activities in Ukraine.

Essential Duties and Responsibilities

• Cooperate with the project team on addressing the purchasing requests.
• Conduct market research to identify potential suppliers for services to be purchased as needed.
• Prepare the drafts of Requests for Proposals/Tender/Information Letters and be responsible for the placement on open web resources.
• Review the documentation submitted by suppliers, prepare the purchasing package based on evaluation results according to the requirements and operational system of FHI 360.
• Communicate with suppliers on purchasing issues and questions.
• Prepare Purchase Orders/Task Orders, consultancy agreements, master service agreements/framework agreements, modifications and other relevant types of agreements with suppliers.
• Prepare Scope of Works/Purchase Orders for services related to organization of planned events or for other types of logistics services.
• Provide administrative support for arrangements of events per the workplan.
• Receive and ensure completeness of suppliers’ invoices and their supporting documentation.
• Maintain procurement and invoicing records and documents properly according to the organizations’ system and requirements.
• Assist with certain operational and administrative tasks during Finance Assistant’s leave.
• Provide support for internal and external audits as needed.
• Perform any other operational duties assigned by the supervisor, Finance and Administration Manager, and/or by the Senior Technical Advisor and/or by the appointed Technical Monitor.

Requirements and Qualifications: 

• Education in Logistics, Business Administration preferred.
• Proven experience in procurement and/or logistics, administration.
• Ability to maintain effective work relationship and communicate in a clear, professional manner with vendors and colleagues.
• Confident level of English both written and verbal; fluent in Ukrainian.
• Prior experience in a non-governmental organization (NGO) preferred.
• Experience with U.S. government (including USAID) rules and regulations preferred.

Location of Assignment:

Kyiv or Ukraine remotely.

Instructions to Apply:

Only the most qualified and suitable candidates will be invited to interviews. Interested qualified individuals may submit their i) CV in English, ii) Cover Letter in English, iii) three references (please indicate full names, positions, emails and phone numbers when providing references), iv) signed authorization to conduct a background and reference check form to [email protected] by June 27, 2023. No phone calls will be accepted to inquire about the position.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.