Procurement Assistant at Global Communities / Асистент(-ка) відділу закупівель

Background:

Global Communities is responding to the crisis in Ukraine, delivering humanitarian, recovery, and development assistance through a community-led response. Global Communities’ response is designed with the goal of saving lives, reducing suffering, and addressing urgent needs while supporting communities to lead their own response and prepare for recovery.

Global Communities has been present in Ukraine since 2016 supporting local governance and civil society thought a sustainable development (SD) portfolio. Since February 2022, Global Communities has expanded its programming to deliver humanitarian assistance through a community-led response; which is designed with the goal of saving lives, reducing suffering, and addressing urgent needs while supporting communities to lead their own response and prepare for recovery.

JOB SUMMARY:

The Procurement Assistant reports to the Procurement Manager. This role assists with administrative, operations, assists in procurement tracking and management systems and ensures that procurement functions are efficient, and compliant with internal policies and donor regulations, and are well-coordinated and integrated with other teams within their respective regional offices as well as with the procurement team. The Procurement Assistant will be based in our Ukraine head office located in Kyiv.

PRIMARY JOB RESPONSIBILITIES:

• Actively support all procurements in Ukraine as delegated/requested by supervisor;
• Liaisons with all Procurement staff in Ukraine as required;
• Assist in collecting and reviewing invoices, acts of acceptances and other relevant documents from the suppliers;
• Assist with the preparation of Requests for Quotation, Requests for Proposal and co-ordination of their timely dispatch by email;
• Assist Procurement Officers in maintaining current up to date procurement files and documents to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purposes;
• Collect and check documentation to submit for the payment.
• Fill out and keep up to date Procurement Tracking sheet, Vendors List, Contract sheet in Excel and other appropriate software;
• Support completion of procurement processes that are delegated in whole, from beginning to end in a timely, accountable and transparent manner;
• Conduct follow up reception of invoices and deliverables from Ukraine Programs after review and approvals;
• Regularly revise/update lists of suppliers based on relevant sectors for goods, services and work;
• Carry out any other related duties as assigned by your supervisor.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Experience with procurement related report writing.
• Experience using systems to monitor shipments and pipeline information.
• Experience in assisting the preparation of contract documentation.
• Team player and ability to work independently under little supervision.
• Ability to solve problems and work in a fast-paced challenging environment.
• Sound knowledge of Microsoft Office Applications.
• Fluency in English required, working knowledge of Ukrainian mandatory. Knowledge of Russian desirable.

REQUIRED QUALIFICATIONS:

• Undergraduate degree in a related field, Procurement and/or Supply Chain preferable, and 1 year of related work experience.
• Basic knowledge of accepted procurement practices and principles.
• Humanitarian experience as well as experience in complicated, conflict affected environments considered an asset.
• Past working experience with local/international NGOs.
• A passion for the mission and values of Global Communities and a commitment to equity and justice.

Interested candidates are asked to send CVs and Cover letters to [email protected] as soon as possible, indicating position title in the subject line. Interviews will be conducted on a rolling basis. Position is open until filled.

Global Communities is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment, without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Global Communities is committed to ensuring a safe and respectful environment for all staff, representatives, partners, participants, and anyone with whom Global Communities interacts worldwide, especially children and adults a