Logistics Officer Ukraine

Kyiv, Ukraine

Job Description

All NRC employees are expected to work in accordance with the organization’s values. To be dedicated, innovative, inclusive and accountable are attitudes and believes that shall guide our actions and relationships.

Responsibilities

1. Role and responsibilities

The purpose of a Procurement officer is to provide the day-to-day implementation of the logistic function’s (Procurement) responsibility.

Generic responsibilities

1. Adhere to NRC policies, handbooks, guidelines, and donor requirements.

   1. Assist with the implementation of the logistic function’s (Procurement) portfolio according to the Plan of Action.

   2. Prepare and develop status reports as required by Procurement Coordinator and Procurement manager if and when required.

   3. Ensure proper procurement filing of all support documents.

   4. Promote and share ideas for improvement of the Procurement unite of NRC.

   5. Be anti-corruption, transparent, and cost-efficiency focused on all procurement processes.

   6. Conduct procurement process align with on NRC Logistics Handbook and Ukrainian Procurement Standards Operating Procedures and NRC regulations.

   7. Prepare procurement documentsin line with NRC procurement procedures.

   8. Perform other duties, as assigned by the Line Manager.

Specific responsibilities

1. Ensure that all procurements are done per NRC logistics policies/Ukrainian Procurement policies, procedures, and donor regulations.

2. Working on updating the ITB document, publishing on the relevant platform, organization of tender committee meeting, drafting bid opening/technical/financial evaluation reports.

3. Prepare requests for quotations and source bids & quotations per NRC procurement regulations and thresholds.

4. Prepare the payment requests, while ensuring accuracy and complete supporting documents are attached.

5. Consult and support Program and Support staff for generating of PRs, conduct market surveys and provide estimated prices to Programs/Support. Participate in Procurement/or project start up planning and obtain detailed project procurement plans for use during purchases. Take part in assessment of suppliers and assist Logistics Coordinator (Procurement) with updating of the Vendor Database

6. Maintain proper files for procurement documents (and upload all documents in Agresso).

7. Check and receive purchase requisitions and initiate the procurement process according to NRC procurement regulations and thresholds.

8. Ensure RFQs, are prepared and sent out within the agreed lead time and follow up the procurement process till completion.

9. Complete and issue purchase orders per NRC regulations.

10. Check procurement documents (Bid analysis, Purchase Orders, Payment documents, etc...) and submit them to signatories for verifications and approvals.

11. Follow up with suppliers and organize for delivery of materials.

12. Support the Procurement Coordinator in conducting regular market surveys to identify suitable and reliable suppliers and service providers.

13. Update and share the procurement tracker regularly.

14. Conduct cotter vetting and Lexis Nexis according to NRC standards requirement.

15. Record all new signed FWA/Contract to NRC electronic Contract Management system.

16. Assist with translating the partner procurement file as needed

17. A. Ensure updating Vendors' databases and explore and help in developing the Country Office level FWA.

18. Responsible for direct purchase and reconcile every action with the Finance team.

19. Ensure Proper archiving of Procurement files as per NRC standards requirements.

20. Any other tasks assigned by the supervisor.

21. Processing payments with finance by ensuring all documents as per NRC standards Compliance requirements.

Qualifications

Generic professional competencies:

• Experience fromworking as a procurement officer in a humanitarian/recoverycontext

• Previous experience from working in complex and volatile contexts.

• Documented results related to the position’s responsibilities.

• Knowledge in English, both written and verbal

• Bachelor’s degree in relevant field

Context related skills, knowledge and experience:

• Solid knowledge of situation in Ukraine

• Proficiency in office 365 and on-line related platforms

• Proficiency in Microsoft Office products with solid knowledge of Excel, Word, PowerPoint, and Outlook

• Good knowledge of document management

• Working knowledge of both Ukrainian and Russian languages, written and verbal

Behavioral competencies

• Ability to handle insecure environment

• Capacity to handle multi-tasking

• A solid portion of can-do attitude

• Ability to work in a multicultural environment

• Ability to work irregular hours