06.03.2024

Закупник/ця у проекті SAFEMed, USAID Activity

ЗАВЕРШЕНО

The international non-profit organization Management Sciences for Health (MSH) implementing in Ukraine the USAID-supported Safe, Affordable and Effective Medicines for Ukrainians Activity (SAFEMed), is looking for a Procurement Specialist.

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.